Senior Administrative Assistant

Marriott Vacations Worldwide•Lakeland, FL

23d

About The Position

Perform administrative functions in support of department objectives, including updating and retrieving information in databases, maintaining records and files, coordinating reservations and meetings, and responding to inquiries from internal and external callers. Operate standard office equipment and prepare, review, proofread, and edit business documents accurately and in a timely manner. Handle incoming and outgoing mail; create and maintain filing systems; compile and file office and business records; and prepare expense reports, payroll, and invoices. Coordinate calendars, meetings, travel, and related logistics. Work independently with minimal direction from a supervisor. Follow company, department, safety, and security policies and procedures; maintain confidentiality and protect company assets and the privacy of customers and coworkers. Communicate professionally, provide timely and positive service, and build effective working relationships with employees and departments. Uphold quality expectations and identify or recommend ways to improve organizational efficiency, productivity, quality, safety, and cost savings. The role also includes maintaining office supplies, equipment, and work areas.

Requirements

High school diploma or G.E.D. equivalent.
At least 5 years of related work experience.
Detail-oriented.
Customer service focus.
Advanced communication skills.
Ability to multitask.
Time management skills.
Microsoft Office skills.
Problem-solving and decision-making skills.
Positive demeanor.

Responsibilities

Perform administrative functions in support of department objectives.
Enter and retrieve database information to update records, files, and reservations and answer inquiries.
Prepare, review, proofread, and edit letters, memos, presentations, agendas, spreadsheets, and other business documents.
Handle incoming and outgoing mail, including date stamping and distribution.
Create and maintain computer- and paper-based filing and organization systems; compile, copy, sort, and file office and business records.
Prepare and submit expense reports, payroll, and invoices.
Coordinate calendars, schedule and cancel meetings, and escalate high-priority scheduling issues to managers.
Coordinate travel arrangements and meeting logistics, including transportation, lodging, room setup, and materials.
Take notes during meetings and prepare meeting minutes.
Answer and transfer telephone calls, take and relay messages, and respond to correspondence using appropriate etiquette.
Address customer service needs professionally and promptly, and assist coworkers to ensure service coverage.
Maintain confidentiality, protect privacy and company assets, and follow company, department, safety, and security policies.
Identify and recommend ideas, technologies, or processes to improve efficiency, productivity, quality, safety, or cost savings.
Ensure office supplies are available and order them as needed.
Ensure office equipment is working and contact maintenance when needed; maintain office areas and contact housekeeping or maintenance as needed.