Title: Administrative Assistant (Senior Level)
Department: Hospitality & Private Events
Reports To: Vice President of Hospitality and Private Events
FLSA Status: Non-Exempt
Compensation: $25 - $28 per hour
SUMMARY
The Administrative Assistant (II/III) provides comprehensive administrative, clerical, and high-level operational support to the Hospitality & Private Events department. This role balances frontline reception and event coordination with complex financial tracking, vendor management, and executive-level support for the Vice President.
ESSENTIAL DUTIES & RESPONSIBILITIES
1. High-Level Leadership & Executive Support
- Gatekeeping: Act as the primary point of contact for the Vice President; manage complex calendars and prioritize leadership time effectively.
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Logistics: Coordinate executive travel, meeting materials, expense reimbursements, and high-stakes presentations.
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Governance: Maintain sensitive office files, including contracts, donor/client records, union meeting materials, and corporate documents.
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Project Oversight: Provide administrative leadership for cross-departmental efforts, ensuring effective tracking, reporting, and communication.
2. Event Coordination & Scheduling
- Booking Logistics: Coordinate department booking events and in-house meetings, and internal events including event space, refreshments, and A/V requirements.
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Event Documentation: Generate and distribute Event Order Confirmations (EOs) to ensure all internal departments are aligned, create and distribute food labels, event directional signage, and is also in charge of digital signage.
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Tours: Assist with Group tour packages and booking working alongside Onsite Dining Manger and Lead.
3. Financial Administration & Reporting
- Accounts Receivable/Payable: Manage vendor relations for A/P; maintain the A/R ledger and aging reports.
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Budgetary Oversight: Monitor expenses against the department budget; process invoices and check requests.
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Reporting: Prepare specialized month-end accounting reports for Private Events, Internal Events and Onsite Dining.
4. Departmental Operations & Reception
- Frontline Support: Serve as department receptionist; meet, greet, and escort visitors; respond to client inquiries via phone and email.
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Clerical Excellence: Prepare routine and complex correspondence, reports, and mailings.
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Office Operations: Maintain office efficiency by organizing, cleaning, and repairing equipment.
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Records Management: Establish and maintain digital and physical filing systems; lead the digitization of historical files.
- Special Projects: Attends all assigned meetings, included but not limited to weekly sales meetings for EO updates and distribution, monthly Marketing meetings, Admin circle meetings.
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Responsible for taking notes and preparing a summary for distribution to HPE Leadership.
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Will create all request forms for marketing needs and maintain special projects calendar.
QUALIFICATIONS & EXPERIENCE
- Experience: Minimum 4-7 years of administrative experience, with specific background in social, corporate, or nonprofit event environments.
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Technical Skills:
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Required: Proficiency in Financial Edge (financial/event software).
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Preferred: Previous experience with Ungerboeck (Momentus).
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Tools: Expert knowledge of Office 365 (Word, Excel, Outlook) and Adobe Acrobat/Foxit PDF Reader. Must be able to type 50 wpm
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Communication: Superior editing, proofreading, and verbal communication skills; English fluency is a required.
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Attributes: High level of discretion, strong attention to detail, and the ability to work independently and cross-functionally.
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Flexibility: Ability to work evenings and weekends as required by the event schedule.
PHYSICAL REQUIREMENTS
- Substantial time spent sitting, standing, and communicating in person, on the telephone, and online conference systems.
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Occasional lifting and carrying of event materials or records up to 25 pounds.
