Administrative Assistant (Senior Level)

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. Logistics: Coordinate executive travel, meeting materials, expense reimbursements, and high-stakes presentations. Governance: Maintain sensitive office files, including contracts, donor/client records, union meeting materials, and corporate documents. 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. 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. 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. Budgetary Oversight: Monitor expenses against the department budget; process invoices and check requests. 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. Clerical Excellence: Prepare routine and complex correspondence, reports, and mailings. Office Operations: Maintain office efficiency by organizing, cleaning, and repairing equipment. 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. Responsible for taking notes and preparing a summary for distribution to HPE Leadership. 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. Technical Skills: Required: Proficiency in Financial Edge (financial/event software). Preferred: Previous experience with Ungerboeck (Momentus). Tools: Expert knowledge of Office 365 (Word, Excel, Outlook) and Adobe Acrobat/Foxit PDF Reader. Must be able to type 50 wpm Communication: Superior editing, proofreading, and verbal communication skills; English fluency is a required. Attributes: High level of discretion, strong attention to detail, and the ability to work independently and cross-functionally. 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. Occasional lifting and carrying of event materials or records up to 25 pounds.