Sr Administrative Assistant, Corporate Resort Operations

Position Summary

The Senior Administrative Assistant, Corporate Resort Operations (the “Assistant”) is the first point of contact to meet and/or greet visitors entering the Corporate Resort Operations (RO) workspace.  The Assistant will determine the nature and purpose of visit, and direct/escort visitors to their destination following standard HQ security protocols and provide organizational and administrative support to the Corporate RO leadership, and its team members. 

This will include but not limited to core administrative responsibilities such as preparing letters, memos, and other documents using e-mail, word processing, spreadsheet, database, or presentation software. Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness. Process incoming and outgoing mail, including date stamping and distribution. Locate and attach appropriate files to incoming correspondence requiring replies. Take and distribute meeting minutes to appropriate individuals and follow up on open matters as appropriate. Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc. Compile, copy, sort, and file records of departmental activities and business transactions in computer databases to maintain records, files, reservations, meetings etc.  Address inquiries from internal and external callers etc. via telephone and in person. Prepare and submit expense reports and Corporate RO invoices, and support with third party vendor processing. Prepare and coordinate meeting and travel logistics. Generally complete tasks independently with minimal direction from supervisor.

Follow all company and safety and security policies and procedures. Maintain confidentiality of proprietary information and protect company assets. Welcomes and acknowledges all visitors according to company standards, anticipates and address guests’ service needs. Communicates with others using clear and professional language, and interacts using appropriate etiquette. Develop and maintain positive working relationships and support the team to reach common goals. Identify, recommend, develop, and implement new ways to increase organizational efficiency, productivity, quality, safety, and/or cost-savings. Report accidents, injuries, and unsafe work conditions to leaders and complete safety training and certifications to ensure personal and team safety. Perform other reasonable job duties as requested by Supervisors.

This position reports into the Senior Vice President, Resort Operations – Americas and is based onsite at the MVW Headquarters in Orlando, Florida.

Expected Contributions

The duties / responsibilities include:

Corporate Resort Operations Leadership Team Support

• Perform administrative tasks to support the Corporate RO leadership team as requested.

• Assist with the planning and coordination of meetings/conferences, including but not limited to:

• the preparation of meeting agendas and minutes,

• travel planning (i.e. booking airfare/accommodation/connections etc, preparing trip binders and post-trip expense reporting).

• Assist with the preparation and distribution of division, regional, brand, and/ or departmental communications

• Assist with the compilation and/ or preparation of routine reporting for leadership review

• Liaise with corporate and field teams as required to coordinate complex schedules with other corporate/division/ regional stakeholders 

• Coordinate meetings and any associated travel needs for the leadership team as assigned.

• Attend meetings and conference calls as requested.

• Liaise with leaders to facilitate the seamless onboarding of new Corporate RO associates, including the sourcing of Day 1 welcome packets, office/equipment ordering and set up, travel, accommodation, or the shipment of equipment to remote staff and support all internal logistics during the onboarding process.

• Processes Accounts Payable invoices and work closely with M&S Finance partners as required.

• Liaise with internal and external parties to manage the contract processing for the team.

• Anticipate needs of the leadership team, including asking questions to better understand their schedules and business plans and acting on them whenever possible.

Business Relationships

• Develop and manage strong relationships with MVW internal key stakeholders and RO Field Leaders.

• Coordinates and participates in meetings to ensure consistency of message and maintain efficient, effective lines