Administrative Assistant I - Club Wyndham Sedona Resort

We Put the World on Vacation

Travel + Leisure Co. is the world’s leading vacation ownership and travel membership company, with a dynamic and growing portfolio of resort, travel club, and lifestyle travel brands. Our dedicated associates help the company achieve its mission to put the world on vacation. Innovation and growth keep our work interesting and fun. Every day is a chance to learn something new and turn vacation inspiration into exceptional experiences for millions of travelers worldwide.

Job Summary

Performs clerical duties including correspondence, scheduling, calendar maintenance, answering phones, screening calls, taking messages. Develops and prepares presentation materials, sets up and maintains files, makes appointments and travel arrangements, schedules and coordinates internal and off-site meetings. Uses computer skills to enter and maintain data, coordinates activities related to department functions. Assists the organization with Site Recognition Activities. Point of contact for site Charity Drives as well as facilities to ensure repairs and FM requests are filled.

Essential Job Responsibilities

Responsibilities include, but are not limited to:

Provides general administrative support to Site Director including all forms of correspondence & communication, phone, calendar scheduling & maintenance, travel arrangements, meeting and presentation materials, special projects, etc. (50% time)

Liaises regularly with other operations teammates and business functions to augment administrative responsibilities & directives on behalf of Site Director (30% time)

Compiles, develops & analyzes information for inclusion in reports, presentation materials, charts, graphs, tables, etc. Maintains department staffing information including job descriptions, organizational charts, scheduling of performance reviews; Assists in budget preparation and control activities, administers programs, projects and/or processes specific to the department and business unit. (10% time)

Serves as liaison with others within and outside the company regarding administrative issues related to all department functions, including careful handling of owner complaints and sensitive/confidential issues. Responsible for equipment inventory and disposal. (10% time)

Travel Requirements

Minimal domestic travel to work with business partners, educational and industry/ technology conferences

Minimum Requirements and Qualifications

Education

High School Diploma or equivalent. Associate's degree preferred.

Knowledge and Skills

Excellent communications skills, including verbal and written required.

High level of organizational and multi-project tasking skills required

Ability to respond to rapidly changing conditions with agility and imagination, capitalizing on opportunities

Technical Skills

MS Exchange, Outlook, Office Suite, Word, Excel, SharePoint, PowerPoint

Job Experience

1 years of related administrative experience; hospitality services industry experience desirable.

Experience equivalent to the education requirement may be accepted in lieu of the education requirement.

Complexity

Level of decision making authority: Ability to make timely decisions based on a knowledge and understanding of organizational and department goals and objectives.

Level of autonomy: Ability to perform job responsibilities to advance the goals of business partners with a moderate degree of autonomy with the direction and guidance from supervisor.

Impact of incumbent's decisions on the organization: Given the responsibilities of this position there is moderate impact to the company’s success. Review department expenditures relative to budgeting processes, track expenses and correct G/L code application, provide requested information accurately & efficiently to business partners, assist owners with complaint & problem resolution by handling inquiries efficiently and effectively, directing to appropriate departments for handling, monitor and distribute internal &, external inquiries from general company email boxes.

Supervisory Responsibility: Does not supervise

Scope/Financial Responsibility: Given the responsibilities of this position there is moderate impact to the company’s bottom line success. Administrative functions include: New vendor set up, invoice processing for timely payment (consultants, publications, etc.), PCard weekly reconciliation, AMEX and travel & expense reconciliation, booking expenditures to correct G/L budget coding, monitoring departmental budget