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Administrative Assistant
Administrative AssistantSignia by Hilton Atlanta • Falls Church, VA, US
Administrative Assistant

Administrative Assistant

Signia by Hilton Atlanta • Falls Church, VA, US
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  • [job_card.full_time]
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Legal Administrative Assistant

This is your chance to be part of an in-house Legal team at a top global hospitality company! As a Legal Administrative Assistant, you will support the team in guiding Hilton's legal activities to ensure maximum protection while engaging in global business and ensuring compliance with our legal obligations. On the Legal team reporting to the Senior Manager, Legal Operations, you will support Legal leaders and their teams.

Hilton is proud to support the mental and physical wellbeing of all Team Members so they can Thrive personally and professionally in a diverse and inclusive environment, thanks to programs and benefits such as :

  • Go Hilton travel program : 110 nights of discounted travel with room rates as low as $40 / night
  • Hilton Shares : Our employee stock purchase program (ESPP) - you can purchase Hilton shares at a 15 percent discount
  • Paid parental leave for eligible Team Members, including partners and adoptive parents
  • Mental health resources including free counseling through our Employee Assistance Program
  • Paid Time Off (PTO)
  • Learn more about the rest of our benefits

At Hilton, we believe every Team Member is a leader. We are committed to offering leadership development opportunities and programs through every step of a Team Member's career journey and at every level, both in our hotels and across corporate.

Available benefits may vary depending upon terms and conditions of employment and are subject to the terms and conditions of the plans.

Your role is important and below are some of the fundamental job duties that make your work unique.

What your day-to-day will be like :

  • Provide comprehensive administrative support to Senior Vice Presidents and Vice Presidents, including managing complex calendars, scheduling meetings, processing expense reports, and creating reports / readouts / summaries.
  • Book travel for Senior Vice Presidents and Vice Presidents, including arranging and confirming reservations for travel, and keeping track of VISAs, passport renewals, and Global Entry expirations.
  • Coordinate internal and external meetings, including scheduling, preparing agendas, distributing materials, and arranging for meeting logistics, such as room setup, Teams calls, and catering.
  • Plan and coordinate team-building events and social gatherings to foster a positive and collaborative team culture.
  • Facilitate financial processes by requesting legal settlement checks and wire payments, and investigating outstanding invoices to ensure resolution. This also includes new supplier requests and basic system administration for the Legal team's matter management system.
  • Maintain contact lists, files, and office equipment / supplies.
  • Assist the broader legal team with administrative tasks, including managing incoming and outgoing mail, preparing documents, and maintaining accurate files. Additionally, you will assist Team Members with using company technology to book travel, order / upgrade technology devices, order office supplies, and collect signatures for legal documents.
  • Provide backup support for other administrative staff.

    • How you will collaborate with others :

  • Coordinate with fellow administrative assistants to schedule meetings with senior executives and teams, obtaining meeting rooms, supplies and organizing catering.
  • Be a point of contact for the Legal team.
  • Collaborate with our procurement team, AP, and other departments to ensure timely invoice processing and supplier onboarding.

    • What projects you will take ownership of :

  • Supplier onboarding and invoice processing using SmartSpend and other Hilton IT systems, in collaboration with all partners.
  • Special projects, like team engagement activities and external outings.

    • Why you'll be a great fit :

    You have these minimum qualifications :

  • Five (5) years of work experience in an administrative role
  • Three (3) years of experience supporting multiple senior leaders concurrently in a large corporate environment or law firm
  • Experience with calendar management, coordinating travel and meetings / events
  • Hybrid schedule from McLean, VA office

    • It would be useful if you have :

  • Seven (7) years of professional experience in an administrative role
  • Experience booking international travel
  • Experience supporting attorneys or executives in a legal environment

    • What it is like working for Hilton :

    Hilton, the #1 World's Best Workplace, is a leading global hospitality company with a diverse portfolio of world-class brands. Dedicated to filling the earth with the light and warmth of hospitality, we have welcomed more than 3 billion guests in our more-than 100-year history. Hilton is proud to have an award-winning workplace culture and we are consistently named among one of the World's Best Workplaces. Check out the Hilton Careers blog and Instagram to learn more about what it's like to be on Team Hilton!

    It is the policy of Hilton to employ qualified persons without regard to color, race, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and related medication conditions), gender identity or gender expression, sexual orientation, marital status, military service, status as a protected veteran, disability, protected medical condition as defined by applicable law, genetic information, or any other protected group status as defined by and subject to applicable federal, state and local laws.

    We provide reasonable accommodations to qualified persons with disabilities to perform the essential functions of the position and provide other benefits and privileges of employment in accordance with applicable law. Please contact us if you require an accommodation during the application process.

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