Senior Administrative Assistant, Global Communications & Public Affairs

Marriott•Bethesda, MD

1d•$27 - $46•Hybrid

About The Position

The Senior Administrative Assistant, Global Communications & Public Affairs provides direct support to the Managing Vice President, Global Internal Communications and Senior Vice President, Community Engagement and Business Councils, as well as general administrative support to others in the department. The incumbent for this role brings proven executive administrative experience, strong organizational skills, excellent communication abilities, and proficiency in Microsoft Office. The Senior Administrative Assistant makes a significant impact on the Discipline by prioritizing and addressing requests from various stakeholders and organizing team meetings and events. Daily responsibilities include managing schedules, prioritizing tasks, drafting correspondence, maintaining files, processing expenses, reconciling accounts, and coordinating meetings and communications. This trusted position involves handling confidential and sensitive material and represents both the Managing Vice President and Senior Vice President in an appropriate and professional manner when acting on behalf of them as their liaison.

Requirements

High school diploma or GED; 4 years’ experience as an administrative assistant or related professional area.
2-year degree from an accredited university in Business Administration, Hotel and Restaurant Management, or related major; 2 years’ experience as an administrative assistant or related professional area
Experience multitasking and executing core administrative processes (e.g. calendaring/ schedule management, drafting department communications, managing processes such as expense reports and time sheets) and using advanced functions of Microsoft Word and Outlook and basic functions of Excel and PowerPoint
Experience navigating department and company missions, functions, organization structures, policies, and procedures; as well as developing and maintaining relationships with other administrative staff, particularly those supporting executives

Nice To Haves

Experience with Event Planning and coordination
Experience in a corporate setting in a matrix organization

Responsibilities

Performs executive administrative duties in support of Managing Vice President, Global Internal Communications and Senior Vice President, Community Engagement and Business Councils – such as complex scheduling; organizing and maintaining files; expense report and invoice processing; and coordination of team meetings, agendas, materials, and communications.
Responds to various types of requests made of the leaders they support, both routine and those requiring research and follow-up.
Determines the urgency level of conflicting priorities. Prioritizes some aspects of the work for their leaders, such as identifying critical items and ascertaining which items are to be delegated to subordinate managers, handled by the leader, or handled by the incumbent.
Composes various types of correspondence or documents, many times on behalf of the leaders. Correspondence may be directed toward outside partners, vendors, customers, owners, or senior-level executives.
Researches complex questions and problems regarding departmental or administrative policies, procedures, information or services.
Transcribes and provides meeting notes with responsibility of managing follow-ups for leadership meetings within each team.
Schedules appointments and meetings or makes travel arrangements for department personnel, evaluating alternatives and making decisions regarding pricing and logistical issues. Coordinates basic elements of event planning (e.g., food and beverage, audio-visual).
Manages and updates department events calendar (e.g., key meetings, birthdays, work anniversaries).
Supports tracking, management, and organization of department inventory and electronic documents.
Miscellaneous tasks including but not limited to: onboarding new Associates, coordinating Work Exit and Work Readiness, creating and maintaining org charts, and coordinating office spaces.
Provides backup support for various tasks performed by others.
Ability to travel up to 10% of the time.