Senior Administrative Assistant

JOB SUMMARY

Provide day-to-day administrative support to the FBP Customer, Revenue and Luxury (CRL) organization in support of the department's objectives. She/he will ensure proper communications procedures, and processes are in place as well as provide administrative, financial, and project/process support.  Work involves supporting administrative activities and facilitating department projects, reports, and presentations as needed, often developing alternatives and determining solutions for assignments.  Position serves as a resource to associates and often coordinates and collaborates with internal partners to gather information and distribute details. Professional demeanor and ability to handle confidential and sensitive material required.

CANDIDATE PROFILE

Education and Experience 

Required
•    5+ years’ experience as an administrative assistant
•    Knowledge and experience in a full range of administrative processing including a strong working knowledge of Microsoft Office Suite (including Outlook, Word, Excel, and PowerPoint)
•    Calendar management for multiple leaders
•    Experience with SharePoint site administration
•    Basic department budget accounting experience
•    Demonstrated experience delivering excellent customer service and exercising a high level of discretion while building strong interpersonal relationships.
•    Experience managing logistical and day-of support for team events and meetings
•    Ability to prioritize and manage multiple projects simultaneously.
•    Strong written and verbal communication skills.
•    Ability to work independently and collaborate with peers

Preferred
•    Undergraduate degree
•    Previous experience as an administrative assistant for senior executive(s) and supporting multiple/large departments

CORE WORK ACTIVITIES

Administrative/Program and Process Management Responsibilities

•    Composes all types of correspondence or documents, on behalf of the SVP and/or the broader FBP-CRL team. Correspondence may be directed internally (broader organization, senior level executives) or externally. Prepares presentations on behalf of the SVP and in support of other senior leaders on the FBP-CRL team.  Facilitates support and management of the department’s shared drives.
•    Processes data through automated administrative systems using procedures and on a timely, accurate basis. This will includes processing expense reports, and accounts payable. Performs research and follow up necessary to solve problems encountered related to the processing of the administrative systems.
•    Reviews departmental operating statements and supporting financial reports on behalf of department leads; identifies and resolves discrepancies; and prepares variance analyses to explain comparisons to budget and forecast. Assist in the development and forecasting of budget items. Run queries in the mHUB General Ledger system to research expenses incurred, and partner with Marriott Business Services (MBS) accounting team to record adjustments as needed.  Produce and distribute periodic financial reports to internal and external stakeholders as defined.
•    Maintain Outlook calendars and schedule appointments and meetings on behalf of others.
•    Arranges meetings, including rooms, equipment, and catering.
•    Handles travel bookings for others, assessing options and deciding on cost and logistics.
•    Manage updates to FBP-CRL organization charts.
•    Coordinates FBP-CRL document submissions and agenda for monthly Program & Services Advisory Committee meetings. 
•    Researches questions and problems regarding departmental or administrative policies, procedures, information or services, including questions, which are complex in nature. Research typically requires obtaining data from multiple sources.
•    May identify areas where new administrative policies and procedures may be necessary within a department. The incumbent will initiate the project to develop the new policy or procedure.
•    Responsible for office management tasks, including onboarding and offboarding associates, maintaining emergency contacts, Outlook distribution lists, and inventory of supplies and equipment. Order supplies and computer equipment per policies, update fixed asset registers, and liaise with technical teams for issues. Keep storage and team areas organized, coordinate with Facilities as needed, and support departmental technology needs.
•    Responds to department inquiries by providing information or solutions, whether the requests are routine or require additional research. Ensures questions are directed to the appropriate individuals and that all follow-ups are completed promptly.
•    Leads or supports other special projects and various FBP-CRL tasks as