Legal Administrative Assistant
Hilton · McLean
Exceptional Hospitality Starts with You
This role is based at our corporate office in McLean, VA
Hilton is looking for a Legal Administrative Assistant to join our best-in-class in-house legal department. This is a dynamic role where you will provide essential administrative support at the Vice President (VP) level and support team engagement throughout the Legal Department. This role is perfect for someone who thrives in a collaborative environment and wants to be a contributor to a busy legal department.
What you'll do during a typical day:
- Provide comprehensive administrative support to Senior Vice Presidents and Vice Presidents, including managing complex calendars, scheduling meetings, processing expense reports, creating reports/readouts/summaries.
- Book travel for Senior Vice Presidents and Vice Presidents. You will arrange and confirm reservations for travel, gather and upload travel receipts, and complete and submit expense reports. This includes 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 includes new supplier requests and basic system administration for the Legal team's matter management system, e.g., opening new matters, searching for matter information.
- 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, collect signatures for legal documents.
- Build partnerships with internal departments to resolve daily administrative challenges.
- Provide backup support for other administrative staff.
- Provide in-office support 5 days per week.
How you'll 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 internal and external stakeholders, including Hilton's other departments and vendors.
- Collaborate with HSM (procurement), AP, and other departments to ensure invoice processing and supplier onboarding.
Projects you'll take ownership of:
- Supplier onboarding and invoice processing using SmartSpend and other Hilton IT systems
- Special projects, like team engagement activities and external outings.