Sales Admin - Hotel Indigo Baltimore

Remington Hospitality; Baltimore (MD); On-site; USD 42,000 - 64,000; Full time

Job summary

Remington Hospitality in Baltimore is seeking a proactive administrative assistant to seamlessly integrate into our fast-paced office. You will manage calendars, coordinate meetings, travel, and correspondence with precision.

The role requires excellent attention to detail, initiative, and the ability to support budgeting, invoicing, vendor contracts, and project tasks as needed in a dynamic environment.

Qualifications

• Experience coordinating calendars and meetings.
• Strong attention to detail and initiative.
• Comfort working in a fast-paced office environment.

Responsibilities

• Manage calendars with expert judgment and discretion.
• Arrange ongoing/recurring and ad hoc meetings and conference calls.
• Schedule conference rooms and set up AV or online meeting tools.
• Coordinate meeting logistics.
• Create systems to manage priority issues and deadlines via email.
• Refer or delegate business issues and follow up.
• Track action items and report status.
• Manage travel arrangements and provide travel support.
• Compose, proofread, and format written correspondence and documents.
• Process invoices and purchase orders; support monthly budget reconciliation.
• Assist with special projects and tracking.
• Assist with vendor contracts and distribute final contracts.
• Prepare and manage expense reports.

Job description

What you get to do:

We're looking for a go-getter who can seamlessly integrate in our world, is eager to learn about the business and can efficiently support the needs of our departments. We are looking for someone who has a great attention to detail, takes initiative and enjoys the challenges of working in a fast-paced office environment.

Your Day-to-day

• Manage calendars and proactively organize time as required using expert judgment and discretion.
• Arrange ongoing/recurring as well as ad hoc meetings and conference calls.
• Schedule conference rooms, set up audio visual or on-line meeting tools, order meals if needed and overall event coordination.
• Coordinate and ensure meeting logistics are in place.
• Create systems to help manage priority issues and timely deadlines through email management and support or other practices.
• Refer or delegate business issues or questions to others for resolution on behalf of team. Follow up to ensure issue or question resolution.
• Track action items using a follow-up system, tool or process, communicate and report on status.
• Manage travel arrangements, including booking air or ground transportation, hotel accommodations, providing travel support as needed including adjustments to itineraries, shipping of materials and other on-the-fly needs.
• Compose, proofread, edit and format written correspondence, agendas, and documents.
• Manage and process invoices and purchase orders; follow through on all invoices to ensure approvals and checks are cut in a timely manner, and supporting monthly team budget reconciliation processes as necessary.
• Assist with special projects on an as-needed basis, including managing and tracking projects.
• Assist with creation of vendor contracts and distributing final contracts to involved parties.
• Prepare and manage expense reports