Senior Administrative Assistant

Marriott • Bethesda, MD

4h • Hybrid

About The Position

The purpose of this role is to provide proactive administrative, event and travel planning, as well as project management support for the Senior Vice President, Global Marketing as well as their leadership team. This role is expected to partner with other administrative assistants within Customer Group and Marriott International to ensure smooth daily operation, including meeting and travel planning, proactive calendar management, and help driving overall team morale. In this role you will be part of a very fast-paced, highly dynamic organization.
The administrative responsibilities for this role will encompass all facets of administrative support, e.g. proactive calendar management and travel planning (including international) updating organizational charts, coordinating performance reviews, processing invoices, managing office space, submitting monthly updates for senior leadership, completing expense reports, payroll and work readiness, etc. The event planning responsibilities for this role will vary but include the planning, agenda creation, content delivery and execution of leadership meetings and Town Halls, as well as various organization wide events.
The person in this position will need to have a passion for creativity and design, problem solving, organizational sense and savvy. Decision-making skills have to be sharp due to the sensitivity, confidentiality and urgency of material. Positive attitude and communication skills are critical as the role’s effectiveness will be largely based on its ability to work within and across teams, often international, considering multiple time zones and cultural nuances as well as networking with key internal contacts, and coordinating efforts with external vendors. Constant re-prioritization of daily workload is paramount due to the nature of the business and the critical tasks that may occur unexpectedly.

Requirements

• High school diploma or GED; 5+ years’ experience as an administrative assistant or related professional area.
• 4-year degree from an accredited university, Hotel and Restaurant Management focus preferred.
• Knowledge of a full range of administrative processes typically gained through extensive years of experience
• Detailed knowledge of advanced functions of Microsoft Office, specifically Word, PowerPoint, Excel and Outlook. Knowledge of other software packages is helpful
• Be highly flexible and receptive to change – along with managing a fast paced dynamic executive calendar
• Be able to work with considerable independence, using solid judgement and ensuring integrity, compliance, and confidentiality of sensitive information
• Ability to prioritize work based on immediate business needs in a fast-paced environment
• Possess strong oral and written communication skills
• Possess excellent interpersonal skills – be able to collaborate effectively with others
• Must have ability to: Carry out oral and written instructions
• Make decisions independently
• Establish and maintain cooperative working relationships
• Prepare correspondence independently
• Must possess a ‘can do’ attitude

Nice To Haves

• Marketing Experience
• Hotel Operations or Event Management Experience

Responsibilities

• Schedules appointments and meetings or makes travel arrangements for department personnel, evaluating alternatives and making decisions regarding pricing and logistical issues.
• Assists in planning larger scale meetings outside the office, including selecting locations, organizing rooms, food and beverage selection, conference room needs, collateral and supplies, full logistics for meetings, and other duties for the meeting, while managing to a budget
• Answers departmental telephone line(s); provides callers with responses to all types of requests, both routine and those requiring research and follow-up; directs calls to the appropriate person or takes messages. Develops alternative methods to handle requests and address ambiguous issues. Routinely responds back directly to the caller after performing research or follow-up.
• Composes all types of correspondence or documents, many times on behalf of the supervisor. Correspondence may be directed toward outside owners, customers or senior level executives. Typically drafts correspondence under own signature.
• Responds to and routes sensitive inquires to the appropriate business stakeholder
• Identifies areas where new administrative policies and procedures may be necessary within a department. Initiates the project to develop the new policy or procedure.
• Researches questions and problems regarding departmental or administrative policies, procedures, information or services, including questions, which are complex in nature. Gathers data from multiple sources and analyzes information as appropriate.
• Reconciles departmental expense accounts as reflected on the distribution summary or operating statement; identifies discrepancies and prepares variance analyses to explain comparisons to last year's results or the current year budget. May assist in the development and forecasting of budget items.
• Processes data through an automated administrative system, such as expense reports, accounts payable, payroll and personnel data. Performs research and follow-up necessary to solve problems encountered.
• Sets priorities and establishes procedures for completing responsibilities.
• Delegate portions of work to others when appropriate.
• Resolves and determines the urgency level of conflicting priorities. Prioritizes some aspects of the work for the supervisor, such as identifying critical items and ascertaining which items are to be delegated to subordinate managers, handled by the supervisor or handled by incumbent.
• Works with leaders on assessing needs for team meetings and offsites

Benefits

• All positions offer a 401(k) plan, stock purchase plan, discounts at Marriott properties, commuter benefits, employee assistance plan, and childcare discounts. Benefits are subject to terms and conditions, which may include rules regarding eligibility, enrollment, waiting period, contribution, benefit limits, election changes, benefit exclusions, and others.
• 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, paid parental leave and educational assistance.
• Employees will accrue paid sick leave, 0.077 PTO balance for every hour worked and be eligible to receive a minimum of 9 holidays annually.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED