Administrative Assistant, Design and Construction

Rlj Lodging Trust • Bethesda, MD

328d • $70,000 - $75,000 • Remote

About The Position

The Administrative Assistant provides comprehensive administrative support to the Design and Construction Executives and the department under the leadership of the Senior Vice President of Design and Construction. Responsibilities include developing and implementing organizational systems to enhance departmental efficiency. The role also involves assisting the Design and Construction team with various functions, such as budgeting, financial analysis, scheduling, and database preparation and tracking.

Requirements

• High School Diploma required; Some college preferred.
• 5-7 Years of administrative experience.
• Ability to work effectively as either a team player or independently, in a fast-paced environment while prioritizing projects to ensure timely deliverables.
• Excellent organizational skills, including experience in preparing timelines and prioritizing workload.
• Good judgment and business acumen are needed to make well-reasoned decisions with respect to matters arising on a day-to-day basis.
• Excellent verbal communication and client management skills.
• Outstanding writing skills, including the ability to prepare draft memorandum and correspondence with minimal supervision and accuracy.
• Proficiency in Microsoft Office, including Outlook, Excel, and PowerPoint.

Nice To Haves

• Experience in Construction Management is a plus.
• Knowledgeable with E-Builder, Visio, MS Office Suite, Yardi Voyager or enterprise accounting / project management systems is a plus.

Responsibilities

• Act as the internal and external liaison for department executives to facilitate efficient daily operations.
• Assist the team with daily workflow, including drafting, typing, proofreading, and editing various documents and communications.
• Coordinate travel arrangements and related logistics.
• Schedule appointments and manage the department Outlook calendar and contacts.
• Arrange meeting logistics, including reserving rooms, coordinating participants, and providing refreshments or catering as needed.
• Organize logistics and action items for departmental initiatives.
• Ensure compliance with policies and procedures for office projects.
• Support the coordination of multi-disciplinary teams for development and capital projects.
• Prepare PowerPoint presentations, including necessary charts and graphs.
• Collaborate with executives to compile written project updates and meeting minutes as needed.
• Assist with special projects assigned by the Senior Vice President.
• Maintain an organized electronic and paper filing system for departmental records.
• Support the Design & Construction team with G Drive navigation.
• Process departmental invoices, prepare expense reports, and track reimbursements.
• Screen and manage incoming mail, as well as prepare outgoing mail and overnight deliveries.
• Provide administrative support for capital projects, including permit signature management, budget oversight, contract management, and invoice administration as needed.
• Serve as a backup receptionist when required.

Benefits

• Paid Time Off, Paid Holiday
• Healthcare benefits - Medical, Dental, and Vision
• 401(k) Retirement Plan with company match
• Short and Long-Term Disability coverage
• Life Insurance coverage
• Flexible Spending Accounts
• Transit or/parking benefits
• Discounted gym membership

What This Job Offers

• Job Type: Full-time
• Industry: Accommodation
• Education Level: High school or GED