Executive Administrative Assistant

Marriott Vacations Worldwide

1d•Onsite

About The Position

The Executive Administrative Assistant provides executive administrative support to the Chief Revenue Management Officer and organizational support to the Inventory Revenue Management (IRM) leadership team. The role manages complex calendars, prioritizes meeting requests, coordinates travel, prepares expense reports, and serves as a central coordination point between the executive office and corporate, regional, and field stakeholders. It also greets visitors and directs inquiries to appropriate contacts. The assistant prepares correspondence, presentations, meeting materials, reports, and other documents; maintains organized records; and processes departmental invoices, purchase orders, and contract documentation in accordance with company procedures. The role coordinates leadership meetings, business reviews, conferences, and related travel and logistics; prepares agendas and meeting minutes; tracks action items and follow-up; and compiles inventory and revenue management performance information for review. The position requires independent work with minimal direction and sound judgment, discretion, confidentiality, and attention to detail. It includes following company policies, maintaining a professional appearance, protecting company and guest information and assets, building positive working relationships, responding professionally to guest and coworker needs, and performing other reasonable duties as requested by supervisors. The role is onsite five days per week, with office hours from 8:00 AM to 5:00 PM.

Requirements

High school diploma or GED equivalent required.
Minimum of three years of administrative or office coordination experience.
Advanced proficiency in Microsoft Office Suite, including Word, Excel, Outlook, Teams, PowerPoint, and SharePoint.
Professional demeanor, strong organization, innovative thinking, and attention to detail.
Excellent organizational and time-management skills to handle multiple tasks, projects, and competing priorities.
Strong problem-solving abilities and a proactive mindset.
Excellent interpersonal skills for engaging with cross-functional teams, customers, field leaders, and senior leaders.
Ability to work flexibly and effectively with others as a team player.
Ability to manage multiple priorities and commitments concurrently.
Ability to recognize and provide the appropriate level of detail for each stakeholder.
Ability to follow procedures accurately and consistently.
Demonstrated critical-thinking skills.
Excellent verbal and written communication skills.
Ability to complete assignments independently with minimal direction and exercise sound judgment and discretion.
Ability to move, lift, carry, push, pull, and place objects weighing up to 10 pounds without assistance.

Nice To Haves

Bachelor’s degree in Business Administration or a related discipline.
At least five years of post-study work experience as an alternative qualification.
Administrative or office coordination experience within the timeshare industry.
Working knowledge of Power BI.

Responsibilities

Manage the Chief Revenue Management Officer’s calendar and meeting schedule, prioritize requests, and resolve scheduling conflicts according to business priorities.
Coordinate executive travel, including transportation, accommodations, itineraries, meeting materials, logistics, and post-trip expense reporting.
Prepare and process expense reports in a timely manner.
Coordinate schedules, travel arrangements, and logistics with corporate, regional, site, and field stakeholders.
Handle confidential information professionally and discreetly.
Collect and compile inventory and revenue management reports, business review materials, and presentations, confirming completeness and timely submission.
Draft and edit emails, memos, presentations, and internal communications.
Assist with preparing and distributing IRM leadership, regional, and departmental communications.
Coordinate onboarding logistics for IRM leaders with administrative colleagues and relevant departments.
Assist with planning and coordinating meetings and conferences.
Attend meetings and conference calls when requested, document decisions and action items, and coordinate follow-up.
Prepare for visitors, including arranging hoteling space and security passes, and greet and direct visitors to appropriate destinations.
Assist with printing and document preparation.
Provide administrative coordination and backup support for the IRM leadership team.
Assist with preparing meeting agendas and minutes and coordinating IRM leaders’ travel as requested.
Support purchase orders, vendor contracts, shipment of supplies to remote staff, and internal logistics.
Maintain confidentiality of proprietary materials and protect the privacy and security of guests and coworkers.
Follow company and department policies and procedures and maintain a clean, hygienic, professional appearance in compliance with company requirements.
Address guest service needs professionally and promptly; listen and respond to questions, concerns, and requests using applicable brand or property processes.
Welcome and acknowledge guests, anticipate and address their needs, and thank them with genuine appreciation.
Answer telephones using appropriate etiquette, transfer calls, take and relay messages, and communicate clearly and professionally with guests and coworkers.
Prepare, proofread, and edit written documents to ensure accuracy and completeness.
Handle sensitive employee or guest issues with tact, respect, diplomacy, and confidentiality.
Support coworkers, build productive working relationships across departments, and promote teamwork toward common goals.
Open, read, and prepare answers to routine letters; locate and attach files to correspondence requiring replies.
Handle incoming and outgoing mail, including date stamping and distributing incoming mail.
Create and maintain computer- and paper-based filing and organization systems for records, reports, and documents.
Transmit information and documents using computers, mail, and fax; prepare documents using word-processing, spreadsheet, database, and presentation software.
Enter and retrieve information in computer databases and update records and files.
Operate standard office equipment, including telephones, typewriters, fax machines, photocopiers, calculators, and electronic peripherals.
Document guest requests and complaints and communicate them to appropriate personnel.
Move, lift, carry, push, pull, and place objects weighing up to 10 pounds without assistance.
Perform other reasonable job duties as requested by supervisors.