FLEX Executive Assistant

Marriott • Bethesda, MD

4d • Hybrid

About The Position

The FLEX Executive Assistant
mainly offers administrative support to the Chief
Commercial Performance Officer, along with another executive. They handle team
administrative duties and assist with project work when necessary to help the
department reach its goals. Duties include general administrative tasks, data
analysis, tracking and reporting, team coordination, presentation drafting, and
team meeting/event planning and execution. Project and tasks will, in some
cases, involve developing alternatives and determining solutions and
recommendations.

Requirements

• Five (5) years of administrative assistant experience.
• High School Degree required.
• Adept with technology and highly proficient computer skills, including Microsoft Office, Adobe products, and other enterprise systems used to support business operations.

Nice To Haves

• Previous experience in hospitality, business development or marketing function.

Responsibilities

• Actively manage executive’s schedules and calendars. In addition to basic scheduling functions, also anticipates and prioritizes scheduling needs based on deadlines and deliverables. This will require coordination with leaders and other key stakeholders both internally and externally.
• Manage a high volume of email and synthesize actions needed. Ability to act quickly, seamlessly and professionally in time sensitive situations.
• Handles various requests for information and follows up based on an understanding of the organization and the basic knowledge of the team’s work.
• Provides back-up coverage for other areas and assistants upon request.
• Assists in small and large meeting planning for leadership, including logistics and foodservice and, where applicable, prepare schedules and travel itineraries for meetings.
• Performs general administrative functions such as scheduling, organizing and maintaining files, coordination of team meetings and retreats, agendas, materials and communications, and expense reporting.
• Manages all aspects of meeting planning for the executives both internal and external. Gathers agenda items, sets up meetings and makes scheduling changes with minimal direction. Responsible for evaluating and providing meeting logistic recommendations, budget management, and making travel arrangements.
• Proactively manage and coordinate recurring and ongoing activities that involve the leaders of the organization, including all-hands meetings, department head meetings, organization chart, PTO calendar, and other activities that require participation across executive leadership team.
• Drafts and distributes internal and external correspondence, memos, reports and graphic presentations.
• Establishes seamless processes to recognize milestone anniversaries, birthdays, team/personal events, etc.
• Facilitates review process by team members and consolidates feedback.
• Manages cyclical administrative duties for the department with limited oversight.

Benefits

• All locations offer 401(k) plan, stock purchase plan, discounts at Marriott properties, commuter benefits, employee assistance plan, and childcare discounts.
• Full-time positions also offer coverage for medical, dental, vision, health care flexible spending account, dependent care flexible spending account, life insurance, disability insurance, accident insurance, adoption expense reimbursements, and paid parental leave.
• Employees will accrue paid sick leave, 0.0384 PTO balance for every hour worked and be eligible to receive minimum of 9 holidays annually.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees