Senior Administrative Assistant

JOB SUMMARY    The purpose of this role is to provide proactive administrative, event and travel planning, as well as project management support for the Senior Vice President, Global Experience Design and Chief Lodging Product Officer, US & Canada, as well as their leadership teams. This role is expected to partner with other administrative assistants within Customer Group, US & Canada continent and Marriott International to ensure smooth daily operation, including meeting and travel planning, proactive calendar management, and help driving overall team morale. In this role you will be part of a very fast-paced, highly dynamic organization.

The administrative responsibilities for this role will encompass all facets of administrative support, e.g. proactive calendar management and travel planning (including international) updating organizational charts, coordinating performance reviews, processing invoices, managing office space, submitting monthly updates for senior leadership, completing expense reports, payroll and work readiness, etc.  The event planning responsibilities for this role will vary but include the planning, agenda creation, content delivery and execution of leadership meetings and Town Halls, as well as various organization wide events.

The person in this position will need to have a passion for creativity and design, problem solving, organizational sense and savvy. Decision-making skills have to be sharp due to the sensitivity, confidentiality and urgency of material. Positive attitude and communication skills are critical as the role’s effectiveness will be largely based on its ability to work within and across teams, often international, considering multiple time zones and cultural nuances as well as networking with key internal contacts, and coordinating efforts with external vendors.  Constant re-prioritization of daily workload is paramount due to the nature of the business and the critical tasks that may occur unexpectedly.

 

CANDIDATE PROFILE

Education and Experience Required
•    High school diploma or GED; 5+ years’ experience as an administrative assistant or related professional area.
OR
•    4-year degree from an accredited university, Hotel and Restaurant Management focus preferred.

Education and Experience Preferred
•    Hotel Operations or Event Management Experience

Required Skills
•    Knowledge of a full range of administrative processes typically gained through extensive years of experience
•    Detailed knowledge of advanced functions of Microsoft Office, specifically Word, PowerPoint, Excel and Outlook.  Knowledge of other software packages is helpful
•    Be highly flexible and receptive to change – along with managing a fast paced dynamic executive calendar 
•    Be able to work with considerable independence, using solid judgement and ensuring integrity, compliance, and confidentiality of sensitive information
•    Ability to prioritize work based on immediate business needs in a fast-paced environment
•    Possess strong oral and written communication skills
•    Possess excellent interpersonal skills – be able to collaborate effectively with others
•    Must have ability to:

o    Carry out oral and written instructions
o    Make decisions independently
o    Establish and maintain cooperative working relationships
o    Prepare correspondence independently
o    Must possess a ‘can do’ attitude

 

CORE WORK ACTIVITIES  
•    Schedules appointments and meetings or makes travel arrangements for department personnel, evaluating alternatives and making decisions regarding pricing and logistical issues.
•    Assists in planning larger scale meetings outside the office, including selecting locations, organizing rooms, food and beverage selection, conference room needs, collateral and supplies, full logistics for meetings, and other duties for the meeting, while managing to a budget
•    Answers departmental telephone line(s); provides callers with responses to all types of requests, both routine and those requiring research and follow-up; directs calls to the appropriate person or takes messages. Develops alternative methods to handle requests and address ambiguous issues. Routinely responds back directly to the caller after performing research or follow-up.
•    Composes all types of correspondence or documents, many times on behalf of the supervisor. Correspondence may be directed toward outside owners, customers or senior level executives. Typically drafts correspondence under own signature.
•    Responds to and routes sensitive inquires to the appropriate business stakeholder
•    Identifies areas where new administrative policies and procedures may be necessary within a department. Initiates th