Administrative & Office Assistant Job at Doubletree Wilmington / Aloft Bolingbro

Atira Hotels Management Company is thrilled to support your journey and help new talents blossom with us. Whether you're just starting out in hospitality or are now eager to transition into the corporate world, we would like to hear from you. We are seeking a talented, motivated individual ready to embark on a new career in an office setting. If you're interested, don't hesitate to apply today!

About the Role

We are excited to find a friendly and detail-oriented Part-Time Administrative & Office Assistant to join our team! You'll be supporting our President and Director of Operations, helping to keep the daily office running smoothly, and creating a warm, inviting atmosphere for clients and visitors alike. This wonderful role offers a mix of administrative, operational, and office management tasks, perfect for someone who enjoys both hands-on work and providing excellent support to our leadership coordination.

Compensation & Schedule

• Hourly Rate: Based on experience.
• Schedule: Part-time, 20-30 hours per week. Some flexibility available.
• Location: Atira Hotels, 1290 N Clybourn Ave, Chicago, IL 60610

Key Responsibilities

Administrative Support

• Provide administrative support to the President and Director of Operations.
• Review expense reports
• Generate reports using MS Word, MS Excel, and online systems.
• Coordinate legal documents and signatures via Box eSign
• Receive, scan, label, and file invoices and statements.
• Organize and schedule conference calls, meetings, and events (including Zoom setup).
• Maintain directories and update information as needed.
• Coordinate client/associate gifts: purchase, package, ship, and communicate.
• Deposit checks at the bank as required.

Office & Operations Management

• Greet visitors and clients with professionalism.
• Monitor and maintain office supply inventory, anticipating needs and placing orders accordingly.
• Manage incoming and outgoing mail, packages, and deliveries.
• Ensure the office remains professional, organized, and presentable at all times.

Facilities & Office Upkeep

• Support facilities management and office upkeep, fostering a safe, efficient, and well-presented workplace.
• Manage day-to-day office upkeep to ensure workplace standards of cleanliness and functionality.
• Coordinate office lunches and manage catering orders.

Qualifications

• Apple product proficiency required
• Previous experience in administrative, office coordination, or executive support roles.
• Proficiency in MS Word, MS Excel, and online e-signature
• Previous experience with e-signature systems and Zoom is preferable
• Strong organizational skills and attention to detail.
• Professional communication and interpersonal skills, with a welcoming demeanor.
• Ability to manage multiple tasks and prioritize effectively.
• Reliable, proactive, and able to work independently.