Administrative Assistant

Exceptional Hospitality Starts with You

Picture yourself brightening someone’s day. When you join our NoMad team, that’s exactly what you’ll do every time you come to work! As an Executive Coordinator , you’re not just providing support to department managers – you’re spreading the light and warmth of hospitality by delivering memorable experiences that make the stay for every guest.

Here's what you'll do during a typical day

• Provide day-to-day administrative support to the General Manager, including calendar management, meeting coordination, correspondence, and other executive administrative needs.
• Manage and prioritize the General Manager’s calendar, including internal and external meetings, appointments, business commitments, and travel arrangements as needed.
• Assist with the organization and prioritization of communications on behalf of the General Manager.
• Coordinate leadership meetings, including preparation of agendas, materials, presentations, meeting minutes, and follow-up on action items.
• Maintain organized records of executive correspondence, reports, presentations, and other confidential materials.
• Organize and systematize recurring operational and business reports for the General Manager.
• Assist the General Manager with special projects and ensure appropriate follow-up with responsible leaders.
• Coordinate executive-level visits and assist with VIP guest arrangements on behalf of the General Manager as needed.
• Assist with guest correspondence, inquiries, or follow-up when directed by the General Manager.
• Support hotel-wide initiatives, leadership events, and special projects involving the Executive Office.
• Provide confidential administrative support to the Director of People & Development.
• Assist with preparation, organization, and maintenance of confidential team member correspondence and documentation.
• Support recruitment activities, including interview scheduling, candidate communication, and coordination with hiring leaders.
• Assist with pre-employment and onboarding administration for new team members, including orientation schedules, materials, and related onboarding activities.
• Support team member engagement and recognition initiatives, including the engagement calendar, celebrations, appreciation events, and other culture-building activities.
• Assist with coordination of training sessions, meetings, and People & Development events.
• Assist team members with general administrative questions and appropriately direct matters requiring the attention of the Director of People & Development.
• Assist with Hilton systems administration related to onboarding and separation, including user creation or termination, Hilton Lobby access, and Hilton University assignments, as appropriate and authorized.
• Liaise with IT regarding new user setup, departing team members, open support tickets, distribution groups, and other administrative technology needs.
• Assist with preparation and tracking of People & Development reports, deadlines, compliance-related administrative requirements, and special projects.
• Maintain strict confidentiality regarding employee relations matters, compensation, investigations, medical information, personnel records, and other sensitive information encountered through the position.

What It Takes to Make the Stay

At Hilton, our core values define what it takes to succeed here and guide the qualities we look for in every team member:

A passion for spreading the light and warmth of Hospitality . Acting with Integrity and always doing the right thing. Inspiring others through Leadership . A belief that Teamwork drives the best outcomes. A sense of Ownership and accountability. And a focus on the Now , bringing urgency and discipline to every moment, knowing it can make a lasting impact.

Education

High school diploma or equivalent required. Associate or bachelor’s degree in Business Administration, Hospitality, Human Resources, or a related field preferred. Equivalent relevant experience may be considered.

Experience

• Previous administrative, executive support, hospitality, or Human Resources experience required.
• Experience supporting senior leadership in a fast-paced environment strongly preferred.
• Hospitality experience preferred; luxury hospitality experience is a plus.
• Experience handling confidential information and coordinating multiple priorities required.