Administrative Assistant
Scottsdale, AZ

About the Role

We are hiring for a new position within our newly created Scottsdale office for LodgeLink. This role is hybrid - in-office with 20% flexibility to work from home.

Reporting to the Executive Assistant to LodgeLink’s CEO, the Administrative Assistant will play a key role in keeping LodgeLink’s leadership team running smoothly—supporting the CEO, CTO, VP Product, and VP Technology. From coordinating schedules and travel to planning meetings and events, processing expenses, managing invoices, and jumping in on special projects, this role is all about making things happen behind the scenes. In addition, you'll be the welcoming face at our front reception and a go-to for general office and facility coordination, working closely with the Executive Assistant.

You’re someone who thrives on variety, communicates with ease, and has a sharp eye for detail. You enjoy being the glue that holds things together—supporting senior leaders and keeping the wheels turning so they can focus on driving the business forward.

Responsibilities:

Administrative Support

• Provide administrative support to the leadership team, including managing executives’ calendars, scheduling meetings, and arranging travel logistics.
• Prepare detailed agendas, presentations, and correspondence for the leadership team.
• Act as a liaison between leadership and other departments, ensuring smooth communication and timely follow-up on tasks.
• Coordinate and assist in the planning and execution of offsites, team events, meetings, etc.
• Supporting the management of recurring cross-departmental meetings
• Maintain and organize confidential documents, ensuring they are securely stored and handled with discretion.
• Support of vendor management processes
• Anticipate needs and proactively support the leadership team to help them stay organized and on track.
• Assist the Executive Assistant to the CEO with various administrative tasks on an as needed basis, providing interim coverage on an as needed basis.
• Other duties, as assigned.

Reception/Office Services

• Greet and assist visitors, ensuring a professional and welcoming office environment.
• Manage front desk operations, including answering calls, handling inquiries, and directing communications appropriately.
• Handle incoming and outgoing mail, couriers, and office supplies management.
• Maintain organization of office spaces, meeting rooms, and common areas.
• Coordinate with Office Services for ordering and restocking office supplies, managing vendor relationships, and ensuring office equipment is maintained.
• Assist with facility management, including liaising with building management for maintenance requests and office upkeep.

Qualifications

• 2-3 years of experience in an administrative or office support role.
• Completion of post-secondary education
• Strong interpersonal and communication skills with a customer-service mindset.
• Highly organized with exceptional attention to detail and the ability to manage multiple priorities.
• Professional demeanor with the ability to interact confidently with executives and external stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management tools.
• Ability to work independently and take initiative in a fast-paced environment.

About LodgeLink

LodgeLink, a Black Diamond Group company headquartered in Calgary, Alberta, Canada is more than just a digital marketplace and ecosystem for crew travel; we’re a caring tech company on a mission to transform workforce travel. Our digital platform is the key to unlocking seamless solutions for finding, booking, and managing crew travel and accommodation needs. Powered by a growing network of hotel and lodge partners, we address the unique challenges of crew travel, applying technology to streamline the entire process from booking to management, payments, and cost reporting. At LodgeLink, we're not just saving our customers time and money; we're changing the future of workforce (crew) travel – for the better.

United by our vision to be THE ecosystem for workforce travel, our values reflect our commitment to collaboration, agility, dependability, inventiveness, and audacity. As a diverse and inclusive team, we come together, sharing ideas, building disruptive technology, and tackling complex problems. Our relentless pursuit to deliver value and superior customer experiences is inspired by a collective passion to ‘Create A Better Way’ for all.

At LodgeLink, we're seeking exceptional team players with an entrepreneurial spirit to contribute to our rapid growth. If you crave a career, not just a job, we could be the perfect fit.

LodgeLink Total Rewards | Caring for our team is a priority, and we’re pleased to provide these benefits:

• Building a diverse and inclusive team, supporting career growth and development.
• Competitive base salaries.
• Share Appreciation Rights program for salaried employees.
• Paid vacation days and sick days.
• An employee charitable donation program.
• Hotel and travel discounts.
  

• Comprehensive options for benefits, with cost-sharing between the company and the employee. 401K Matching program.

LodgeLink is a Black Diamond Group company. Learn more: www.lodgelink.com

Black Diamond Group is a publicly traded company with 20 years of experience in modular space and workforce solutions, and operations across Canada, the United States, and Australia. Learn more: www.blackdiamondgroup.com

We are an Equal Opportunity Employer
Black Diamond Group is committed to diversity, equal opportunity and ensuring that our employees can thrive in an inclusive environment. We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, marital status, family status, veteran status, Indigenous status, national origin, age, disability, or any other legally protected factors. Accommodation for applicants with disabilities is available upon request during the recruitment process.

Company: LodgeLink