Job Description

ADMINISTRATIVE ASSISTANT - DESIGN & CONSTRUCTION

Function:

The Administrative Assistant provides comprehensive administrative support to the Design and Construction Executives and the department under the leadership of the Senior Vice President of Design and Construction. Responsibilities include developing and implementing organizational systems to enhance departmental efficiency. The role also involves assisting the Design and Construction team with various functions, such as budgeting, financial analysis, scheduling, and database preparation and tracking.

Responsibilities:

• Act as the internal and external liaison for department executives to facilitate efficient daily operations.
• Assist the team with daily workflow, including drafting, typing, proofreading, and editing various documents and communications.
• Coordinate travel arrangements and related logistics.
• Schedule appointments and manage the department Outlook calendar and contacts.
• Arrange meeting logistics, including reserving rooms, coordinating participants, and providing refreshments or catering as needed.
• Organize logistics and action items for departmental initiatives.
• Ensure compliance with policies and procedures for office projects.
• Support the coordination of multi-disciplinary teams for development and capital projects.
• Prepare PowerPoint presentations, including necessary charts and graphs.
• Collaborate with executives to compile written project updates and meeting minutes as needed.
• Assist with special projects assigned by the Senior Vice President.
• Maintain an organized electronic and paper filing system for departmental records.
• Support the Design & Construction team with G Drive navigation.
• Process departmental invoices, prepare expense reports, and track reimbursements.
• Screen and manage incoming mail, as well as prepare outgoing mail and overnight deliveries.
• Provide administrative support for capital projects, including permit signature management, budget oversight, contract management, and invoice administration as needed.
• Serve as a backup receptionist when required.

Skills:

• Ability to work effectively as either a team player or independently, in a fast-paced environment while prioritizing projects to ensure timely deliverables.
• Excellent organizational skills, including experience in preparing timelines and prioritizing workload. Must have the ability to independently review and organize departmental tasks.
• Good judgment and business acumen are needed to make well-reasoned decisions with respect to matters arising on a day-to-day basis.
• Excellent verbal communication and client management skills. Ability to handle all communications diplomatically and confidentially.
• Outstanding writing skills, including the ability to prepare draft memorandum and correspondence with minimal supervision and accuracy. Ability to proofread and ensure the accuracy of work is critical.
• Proficiency in Microsoft Office, including Outlook, Excel, and PowerPoint. The ability to prepare charts and graphs in Excel for presentations is highly preferred.
• Self-motivated, goal-oriented, and results driven.

Education/Training:

• High School Diploma required; Some college preferred.
• Experience in Construction Management is a plus.
• Knowledgeable with E-Builder, Visio, MS Office Suite, Yardi Voyager (Yardi Asset and Property Management Software) or enterprise accounting / project management systems is a plus.

Experience:

• 5-7 Years of administrative experience.

Work Environment:

• Position is based in Bethesda, MD
• Onsite in the office four days a week, with one designated remote workday.

Benefits:

• Paid Time Off, Paid Holiday
• Healthcare benefits – Medical, Dental, and Vision
• 401(k) Retirement Plan with company match
• Short and Long-Term Disability coverage
• Life Insurance coverage
• Flexible Spending Accounts
• Transit or/parking benefits
• Discounted gym membership

RLJ Lodging Trust is an equal-opportunity employer. We encourage you to apply even if your experience is not a 100% match with the position. We are looking for someone with relevant skills and experience, not a checklist that exactly matches the job description. We want to help you grow and in return, you help us grow into a stronger, more inclusive organization. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Send resumes to [email protected].

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