Administrative Assistant

Administrative Assistant

The Administrative Assistant serves as the first point of contact for Huntington Place administrative offices while providing administrative support across key business functions. Reporting to the Executive Administrator, this position creates a professional and welcoming experience for guests, employees, vendors, contractors, and clients while supporting daily office operations. In addition to front office responsibilities, this role provides administrative support to the Purchasing Department, assisting with procurement documentation, vendor records, scheduling, correspondence, and purchasing processes. The ideal candidate is highly organized, customer-focused, detail-oriented, and thrives in a fast-paced environment where professionalism, service, and accuracy are essential.

Front Office & Guest Experience

• Serve as the primary receptionist and first point of contact for Huntington Place administrative offices.
• Welcome and assist visitors, employees, clients, vendors, contractors, and guests in a professional and service-focused manner.
• Answer, screen, and route incoming calls and inquiries.
• Receive and distribute mail, packages, deliveries, and general correspondence.
• Maintain a professional, organized, and welcoming reception area.
• Provide exceptional internal and external customer service while representing Huntington Place and Legends Global.

Administrative Operations

• Provide administrative support to the Executive Administrator and designated departments.
• Coordinate meetings, calendars, conference rooms, and meeting logistics.
• Prepare correspondence, reports, presentations, agendas, and other business documents.
• Maintain accurate records, files, databases, and administrative documentation.
• Assist with office supply inventory, ordering, and general office coordination.

Procurement & Purchasing Support

• Provide administrative support for Purchasing Department operations.
• Assist with maintaining purchasing records, purchase requisitions, purchase orders, vendor information, and related documentation.
• Track procurement activities and maintain organized electronic and physical records.
• Coordinate procurement-related meetings, bid openings, vendor appointments, and department communications.
• Assist with compiling, organizing, and distributing procurement-related documents and supporting materials.
• Support vendor communications and follow-up activities as directed.
• Assist with records management related to procurement and vendor administration.

Organizational Support

• Maintain confidentiality of sensitive business information.
• Collaborate effectively with employees, leadership, vendors, contractors, and external stakeholders.
• Contribute to a positive workplace culture through professionalism, responsiveness, and teamwork.
• Perform additional duties as assigned in support of departmental and organizational goals.

Key Deliverables

• Professional and welcoming front office experience for visitors and employees.
• Accurate and timely administrative support across departments.
• Well-organized records, files, calendars, and business documentation.
• Effective coordination of meetings, communications, and office activities.
• Accurate procurement and vendor record administration.
• Responsive support for operational and organizational needs.
• Consistent delivery of exceptional customer service and professionalism.

Qualifications

• Associate degree preferred; equivalent education and experience considered.
• Minimum three (3) years of experience in administrative support, office administration, customer service, reception, or related fields.
• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience coordinating calendars, meetings, and administrative processes.
• Strong organizational, communication, and customer service skills.
• Ability to manage multiple priorities, interruptions, and deadlines in a fast-paced environment.
• Experience maintaining records, files, and confidential information.
• Previous experience supporting procurement, purchasing, finance, operations, or executive leadership functions preferred.
• Experience within hospitality, venue management, convention center, municipal, or public-sector environments preferred.

Compensation & Benefits

• Competitive salary commensurate with experience, plus:
• Medical, dental, and vision benefits starting day one
• Paid vacation, holidays, and sick time
• 401(k) with company match

Working Conditions & Physical Demands

• This position operates throughout a large convention center and requires work in mechanical rooms, event spaces, rooftops, and public areas.
• Physical requirements may include:
• Frequent standing, walking, climbing, kneeling, bending, and lifting.
• Ability to lift and move up to 50 pounds.
• Operating forklifts, electric carts, and maintenance equipment.
• Exposure to mechanical equipment, varying temperatures, noise, and outdoor weather conditions.
• Availability to work evenings, weekends, holidays, and emergency call-outs as operational needs require.

Equal Opportunity

• Huntington Place / Legends Global is an Equal Opportunity/Affirmative Action employer, encouraging Women, Minorities, Individuals with Disabilities, and Protected Veterans to apply. VEVRAA Federal Contractor.