Executive Assistant

HHM Hotels•Philadelphia, PA

18d•Onsite

About The Position

The Executive Assistant will provide dedicated support to the Chief Investment Officer, while also contributing to broader corporate office operations. The ideal candidate will be analytical with strong communication skills and enjoy working in a dynamic and fast-paced corporate environment that is values-driven and results-oriented. This role requires focus and flexibility to deliver the highest impact and greatest value to the executives it supports in the most efficient way. The ideal individual will have the ability to demonstrate strong emotional intelligence and a high level of discretion in a variety of situations. The role requires strong written and verbal communication, administrative and organizational skills, and the capacity to manage multiple priorities. This role may also include external-facing responsibilities, requiring professionalism and the ability to represent the executive office and HHM Hotels effectively. The Executive Assistant works independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. This position is based in the HHM Hotels Philadelphia corporate office and requires in-person presence five days a week.

Requirements

Administrative experience at the executive level is highly preferred.
Proficient in Excel and PowerPoint.
Strong written skills, including experience and interest in internal and external communications and marketing.
Based in Philadelphia with occasional travel.

Responsibilities

Provide comprehensive administrative support, including managing an active calendar of appointments, preparing and submitting expense reports, and handling confidential correspondence.
Coordinate complex travel arrangements, including detailed itineraries, agendas, and compile materials for travel-related meetings.
Monitor and track the status of key projects and initiatives, maintain key relationships and contact lists, and support executive team communications as needed.
Serve as a representative to employees and outside individuals.
Arrange and organize internal meetings and conference calls on behalf of the executives.
Coordinate and manage abundant travel itineraries (airfare, hotel, car rentals) in advance, and be prepared with a backup plan should issues arise.
Process all expenses and look for ways to minimize spending can be minimized.
Schedule meetings and complete appropriate research that will benefit the executives.
Proactively maintain calendars to ensure deliverables are completed correctly and on time.
Prioritize events and meetings for optimal time management of executive schedules.
Build relationships between the executives and all internal and external individuals by serving as a liaison.
Set up all logistics for events, including materials preparation, room set-up, dress code verification, and ordering food and/or drinks (if required).
Maintain confidentiality when handling sensitive information pertaining to all communication and itineraries.
Follow sustainability guidelines and practices
Practice safe work habits.
Perform other duties as requested by management.