Executive Assistant to Chief People & Culture Officer

Job Description

About Us:

HMSHost, a subsidiary of Avolta, is a leader in creating dining for travel venues. With our unmatched portfolio, we operate over 1,000 locations in nearly 80 airports across North America, including proprietary concepts, local, regional, and national brands, and partnerships with award-winning chefs. For decades, HMSHost has curated food and beverage programs that make a traveler’s journey as exciting as the destination.

Purpose: The Executive Assistant to the Chief People & Culture Officer position is responsible for providing exceptional administrative support and proactive executive partnership to the Chief People & Culture Officer for North America.In addition, the position is responsible for representing the office effectively, professionally, and diplomatically when interacting with internal and external partners and clients.

Essential Functions:

• Proactively manage that the calendar, appointments and priorities of the Chief People & Culture Officer anticipating needs and exercising sound judgment and managing requests and competing priorities.
• Schedules and maintains travel arrangements to include international reservations, car rentals, hotel and airlines. Evaluates options and decides on pricing and logistics matters. Prepares relevant travel background material
• Arranges, prepares and manages key business meetings and events sponsored by Chief People & Culture Officer, including meeting materials, room, arrangements, catering, technology, and other logistics.
• Handles telephone coverage, screens calls and messages, and manages incoming correspondence
• Prepares expense reports using Concur, processes invoices using company systems, and investigates payment inquiries and budget variances for Chief & People Culture and their direct reports
• Produces well written and visually appealing documentation, memos, business letters, presentations, and other executive materials, including editing and proofreading
• Handles sensitive and confidential information with discretion and sound judgment
• Manages additional administrative responsibilities to include but not limited to organizing files, handling packaging, mailing documents and other duties as assigned
• Partners with other department Executive Assistants and People & Culture business partner on corporate office engagement or CEO driven initiatives

Reporting Relationship: The Executive Assistant reports into the Chief People & Culture Officer for North America.

Minimum Qualifications, Knowledge, Skills, and Work Environment:

• Education and Experience: The combination of education and professional experience must exceed 7 years:
• In a technical role: Requires 7 years of administrative experience supporting high-level executives
• A bachelor’s degree in a program related to the functional area can count for 3 of the 7-year requirement
• In the industry: 3-5 years of Hospitality, F&B and/or Retail experience
• Specialized Training:
• Advanced proficiency in Microsoft Office and digital tools, with the ability to quickly learn new systems and leverage emerging technology.
• Experience with Concur strongly preferred
• Experience with supporting Human Resources executives strongly preferred
• Specialized Skillset/Competencies/Traits
• Requires ability to maintain the highest level of professionalism and confidentiality and exercise sound judgment in sensitive situations
• Requires excellent organizational skills and strong attention to detail with the ability to anticipate needs and independently resolve issues.
• Demonstrates business acumen, and an understanding of executive priorities and organizational needs.
• Demonstrated history of understanding the needs of the business, stakeholders, the employee population, and individual circumstances
• Strong communication and interpersonal skills, with the ability to interact confidently with senior leaders and stakeholders.
• Location: Requires in-person attendance five days a week at the North America Support Center in Bethesda, Maryland