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.