Administrative Assistant

This role is based at our corporate office in McLean, VA

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.

What you’ll do during a typical day:

• 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.

How you’ll collaborate with others:

• 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.

Deliverables you’ll take ownership of:

• 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.

What It Takes to Make the Stay

You have these minimum qualifications:

• 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.

It would be useful if you have:

• Associate’s Degree/College Diploma
• Seven (7) years of professional experience
• Prior experience and knowledge in the Hospitality industry
• https://efet.fa.us2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/jobs/preview/207305