Administrative Executive Assistant (Sales & Marketing) - Oceana Palms

Marriott Vacations Worldwide•Riviera Beach, FL

About The Position

The Executive Administrative Assistant, Sales & Marketing, provides high-level administrative support to the Vice President of Marketing and Vice President of Sales at Oceana Palms. The role supports operational efficiency through calendar and meeting coordination, travel arrangements, document and report preparation, confidential information handling, and assistance with business initiatives. The assistant supports Sales and Marketing leaders in delivering vacation ownership experiences to Owners and guests. The position also supports marketing tour availability and manifests, enters and reviews tour information for accuracy, runs Cognos and OTM reports for Marketing and Sales, and completes daily TO log entry and quality checks with a biweekly TO report. The role requires professionalism, confidentiality, the ability to manage competing priorities, and adherence to company policies and safety procedures. Availability for various shifts, holidays, and both weekend days is required. Physical duties include reaching overhead and below the knees, bending, twisting, pulling, stooping, standing, sitting, or walking for extended periods, and handling items weighing up to 10 pounds without assistance.

Requirements

At least 3 years of administrative or executive support experience; the posting states a minimum range of 3–5 years.
Strong proficiency with Microsoft Office, Excel, PowerPoint, Outlook, and reporting.
Excellent written and verbal communication skills.
Demonstrated ability to manage confidential information and sensitive business matters.
Strong organizational skills, including calendar management, meeting coordination, travel arrangements, and follow-up.
Ability to manage multiple priorities in a fast-paced Sales and Marketing environment.
Professionalism, discretion, accountability, and independent judgment.
Ability to navigate multiple computer systems simultaneously and proficiency in reading, writing, and comprehension.
Availability to work various shifts, holidays, and both weekend days.
Ability to reach overhead and below the knees; bend, twist, pull, and stoop; stand, sit, or walk for extended periods; and lift, carry, push, or pull items weighing up to 10 pounds without assistance.

Nice To Haves

Experience supporting a senior leader, director, or executive.

Responsibilities

Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
Open, read, and prepare answers to routine letters.
Locate and attach appropriate files to incoming correspondence requiring replies.
Create and maintain computer- and paper-based filing and organization systems for records, reports, and documents.
Transmit information or documents using a computer.
Manage calendars, coordinate meetings and travel, and follow up on arrangements.
Handle confidential information and sensitive business matters.
Interact professionally and promptly with colleagues and guests, and contribute to team goals.
Follow company policies and safety procedures.
Manage marketing tour availability and manifests; enter tour information and review manifests for accuracy of SE, premiums, effort codes, and TO information.
Run Cognos and OTM reporting for Marketing and Sales.
Enter TO logs daily, perform quality assurance checks, and prepare a biweekly TO report.
Manage multiple computer systems simultaneously and handle multiple priorities in a fast-paced Sales and Marketing environment.