Executive Assistant

With a career at HMSHost, you really benefit! We Offer

• Health, dental and vision insurance
• Generous paid time off (vacation, flex or sick)
• *401(k) retirement plan with company match
• *Company paid life insurance
• *Tuition reimbursement
• Employee assistance program
• Training and exciting career growth opportunities
• Referral program – refer a friend and earn a bonus

*Benefits may vary by position so ask your recruiter for details.

Airport Location: Corporate Development 
Advertised Compensation: $41.35 to $47.12

Purpose:  The Executive Assistant provides administrative support to Senior Vice Presidents and Vice Presidents of Business Development, enabling executive effectiveness through proactive service and exceptional professionalism. This role manages complex schedules, coordinates meetings and events, and supports Business Development initiatives while maintaining the highest standards of confidentiality.

Essential Functions:

• Manages complex internal and external meeting coordination for executives including scheduling using Outlook, maintaining department calendars, and coordinating department vacation and out-of-office requests
• Coordinates comprehensive travel arrangements for executives and department members including logistics, itineraries, and expense management to ensure seamless business operations
•  Provides executive-level telephone coverage, screens calls and messages, and serves as primary communication liaison between executives and internal/external stakeholders
• Plans and coordinates meetings, conference calls, special events, and Business Development functions including invitations, registrations, room blocks, and logistics coordination
• Prepares reports, presentations, and communications on behalf of SVPs and VPs; creates, edits, and distributes business correspondence and documentation
• Manages financial administrative tasks including expense report preparation, invoice processing, payment inquiry investigations, and budget variance analysis
• Provides comprehensive support to Developers by preparing presentation materials, Excel analyses, and formatting business documents while offering technology support and troubleshooting
• Supports Business Development initiatives including required paperwork for donations, sponsorships, and partnership agreements while maintaining compliance with organizational procedures
• Records detailed meeting minutes with discussions and action items; manages document editing, copying, and distribution to ensure accurate information flow
• Manages office operations including filing and retrieval systems, mail distribution, contact list updates, supply ordering, and vendor coordination to maintain efficient departmental functionality

Reporting Relationship & Role Information:

• The Executive Assistant reports into the SVP Business Development – F&B
• This is a non-exempt position under the Fair Labor Standards Act

Minimum Qualifications, Knowledge, Skills, and Work Environment:

• Education and Experience: The combination of education and professional experience must exceed 5 years:
• In a technical role: Requires 5 years of administrative experience supporting high-level executives in a fast-paced corporate environment
• A bachelor’s degree in a program related to the functional area can count for 3 of the 5-year requirement
• In the industry: 3-5 years of Hospitality, F&B and/or Retail experience preferred

• Specialized Skillset/Competencies/Traits:
  •  Exceptional communication skills with ability to interact professionally with executives, clients, and stakeholders at all organizational levels
  • Advanced organizational skills with proven ability to manage multiple complex priorities simultaneously while maintaining strong attention to detail
  • Ability to maintain the highest level of professionalism, discretion, and confidentiality when handling sensitive business information
  • Advanced proficiency in Microsoft Office Suite with ability to create presentations, financial analyses, and professional documents
  • Strong project coordination abilities with experience managing administrative initiatives and supporting Business Development activities
  • Excellent problem-solving skills with ability to anticipate needs, resolve issues independently, and provide proactive administrative solutions
  • Business acumen with mindset required to understand the implications of administrative decisions and support organizational goals
  • Demonstrated history of understanding the needs of the business, stakeholders, the employee population, and individual circumstances
    
    
• Location: Requires in-person attendance five days a week at the North America Support Center in Bethesda, MD

Disclaimer:

All job requirements are subject to change to reflect the evolving position requirements or to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a threat or risk to the health and safety of themselves or other employees. This job description in no way states or implies that these are the only duties to which will be required in this position. Employees will be required to follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with Federal and State Laws). Continued employment remains on an "at-will" basis.

Dufry, Hudson and HMSHost are equal opportunity employers and do not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.