Office Coordinator

Join us in changing people’s lives! The Hospitality Training Academy (HTA) is a non-profit organization and a labor-management partnership between UNITE HERE Local 11 and contributing hotel and food service employers in Southern California and the state of Arizona. Our mission is to build a strong workforce for the hospitality industry and provide well-trained workers for hospitality and food service employers. Our vision is to help people move from poverty to economic independence through life-changing careers in the hospitality industry.

JOB SUMMARY:

The Office Coordinator provides high-level administrative support to senior executives by managing schedules, coordinating communications, and ensuring efficient day-to-day operations. This role requires strong organizational skills, discretion, and the ability to prioritize in a fast-paced environment.

DUTIES & RESPONSIBILITIES:

Executive Support

• Provide direct administrative and strategic support to the Executive Director and senior executives.
• Manage complex calendars, priorities, and scheduling conflicts with minimal direction.
• Coordinate executive travel, meetings, conferences, and special events.
• Represent executive leadership in communications with Board members, government agencies, labor partners, employers, funders, consultants, and external stakeholders.
• Prepare executive briefing materials, agendas, presentations, reports, and correspondence requiring analysis and professional judgment.

Strategic and Administrative Management

• Exercise independent judgment in prioritizing communications, requests, and assignments on behalf of the executives.
• Research, analyze, and compile information for executive decision-making.
• Prepare reports, presentations, correspondence, and executive-level communications.
• Monitor and follow up on key initiatives, projects, and action items on behalf of executives.
• Coordinate cross-functional initiatives involving multiple departments and external partners.

Confidential and Sensitive Matters

• Manage highly confidential organizational, financial, personnel, legal, labor relations, and Board information.
• Coordinate sensitive employee relations matters with Human Resources and executive leadership.
• Manage sensitive personnel matters and communication with discretion and professionalism alongside Human Resources.
• Maintain confidentiality regarding executive decisions, employee relations matters, and organizational strategy.

Project Management

• Lead and coordinate special projects on behalf of executive leadership as assigned.
• Develop project timelines, track deliverables, and ensure completion of strategic initiatives.
• Collaborate with department leaders to gather information and facilitate cross-functional projects.
• Coordinate organization-wide projects requiring collaboration across multiple departments.
• Track executive directives and ensure accountability for organizational deliverables.

Leadership and Business Operations

• Create and improve administrative processes and procedures to increase organizational efficiency.
• Identify opportunities for continuous improvement and operational excellence.
• Support executive leadership with Board governance, compliance initiatives, strategic planning, and organizational development.

Decision-Making Authority

• Exercise discretion and independent judgment regarding executive operations and organizational priorities.
• Make decisions concerning executive scheduling, communications, project coordination, and workflow management without routine supervisory approval.
• Resolve issues and respond to inquiries on behalf of executives using sound judgment.
• Determine the appropriate course of action for routine and complex administrative matters.

REQUIRED SKILLS & ABILITIES:

·       Bachelor’s degree required.

·       3-5+ years of experience as an Executive Assistant or in a similar role

·       Advanced proficiency with Microsoft Office 365, Outlook, Excel, Word, PowerPoint, Teams, SharePoint, and Google Workspace.

·       Excellent written and verbal communication skills

·       Strong organizational and time management abilities

·       Ability to manage sensitive information with confidentiality

·       Strong attention to detail and critical thinking skills

·       Ability to manage multiple high-priority projects in a fast-paced environment with minimal supervision.

·       Ability to maintain the highest level of confidentiality and professionalism.

·       Experience preparing Board materials, executive reports, presentations, and confidential correspondence.

WORK ENVIORNMENT:

• Fast-paced, deadline-driven environment
• May require occasional after-hours support depending on executive needs

PHYSICAL REQUIREMENTS:

·       Able to sit for extended periods of time

·       Able to use a screen and perform computer function duties

·       Able to lift 25 LBS

·       Able to drive to all HTA locations as needed

Join us in changing peoples' lives! The Hospitality Training Academy (HTA) is a non-profit organization and a labor-management partnership between UNITE HERE Local 11 and contributing hotel and food service employers in Los Angeles and Orange Counties, and the state of Arizona. The HTA is designed to improve Los Angeles' tourism and hospitality industry by increasing the skill level of its workforce and moving workers up the career ladder. Before the pandemic, the hospitality industry was one of the largest growing sec- tors in Southern California, with a projected growth rate higher than all other jobs in the region, and the nation. We have an exciting opportunity for you to join our HTA team as we help the industry recover after pandemic.