Administrative Assistant

Hilton • McLean, VA

3d • Onsite

About The Position

As an Administrative Assistant supporting a Senior Vice President/Vice President, you will provide high-level administrative and operational support to ensure the efficient day-to-day functioning of the organization. Reporting to a Senior Vice President/Vice President, you will manage complex calendars, coordinate meetings across multiple time zones, arrange domestic and international travel, prepare expense reports, process invoices, and support the development and maintenance of documents and presentation materials. You will help ensure priorities are well managed, timelines are met, and key deliverables move forward. This role requires strong organization, attention to detail, and proactive communication, as well as building effective working relationships with internal partners and external stakeholders across a global, matrixed environment. Your skill to anticipate needs, manage shifting priorities, and maintain confidentiality will be critical to keeping daily operations running smoothly and enabling leaders to stay focused on strategic priorities.

Requirements

• Five (5) or more years of administrative experience, including experience supporting senior leaders.
• Demonstrated success in a large, global, highly matrixed environment with leaders across multiple time zones.
• Exceptional organizational, prioritization, and time-management skills.
• Strong proficiency in Microsoft Office, including Outlook, Word, PowerPoint, and Excel.
• Extensive experience managing multiple executives' calendars simultaneously.
• Experience arranging complex international travel and flexibility to support global business hours when needed.

Nice To Haves

• Associate's Degree/College Diploma
• Seven (7) years of professional experience
• Prior experience and knowledge in the Hospitality industry

Responsibilities

• Manage complex executive calendars and coordinate domestic and international travel, including booking itineraries and confirming meetings, locations, equipment, and catering. This includes tracking visa requirements, passport renewals, and Global Entry expirations.
• Provide administrative support to an international leadership team operating across multiple time zones.
• Prepare and submit expense reports, including reconciliation of multiple currencies.
• Draft and prepare documents, reports, correspondence, emails, and presentations, and capture and distribute meeting notes as needed.
• Serve as a key liaison within the Commercial Services organization and across Hilton functions, as well as with external owners, development teams, and agency partners.
• Partner closely with fellow administrative assistants to coordinate meetings with senior executives and cross-functional teams, including securing meeting space, supplies, and catering.
• Support the planning large team meetings, leadership events, and external engagements.
• Maintain contact lists, files, and office supplies to ensure smooth daily operations.
• Track budgets and manage invoice processing and approvals.
• Support payroll-related processes and data entry.
• Lead and complete special projects and ad hoc initiatives as assigned.

Benefits

• Incredible travel perks – Enjoy 110 nights of deeply discounted travel, with room rates as low as $40/night at our world-class hotels through our Go Hilton travel program
• Own a piece of Hilton – Through our employee stock purchase program (ESPP), you can invest in Hilton shares at a 15% discount to help build your financial future
• Paid parental leave – Because family matters. We offer paid leave for eligible Team Members, including partners and adoptive parents
• Personalized caregiving support – Access dedicated caregiving concierge services to help navigate caregiving for yourself and your loved ones
• Crisis concierge – In times of loss, our Crisis Concierge offers a single, compassionate point of contact for both practical support and emotional care
• Mental health resources – Your wellbeing comes first. Eligible Team Members can access free counseling and support through our best-in-class Employee Assistance Program (EAP)
• Generous paid time off (PTO) – Recharge, relax, and take time for what matters most
• Health & welfare benefits – From checkups to dental cleanings to new glasses, we offer a variety of health plans that keep you and your family covered
• Financial security for your future – Our retirement plans make it easier to save for what’s next

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree