Sr Administrative Assistant, Corporate Resort Operations

Marriott Vacations Worldwide

6d•Onsite

About The Position

The Senior Administrative Assistant, Corporate Resort Operations is the first point of contact for visitors to the Corporate Resort Operations workspace. This role involves greeting visitors, determining the purpose of their visit, and escorting them according to security protocols. The Assistant provides comprehensive administrative and organizational support to the Corporate Resort Operations leadership and team members. Key responsibilities include preparing various documents, processing mail, maintaining filing systems, addressing inquiries, managing expense reports and invoices, and coordinating meeting and travel logistics. The role requires independent task completion with minimal supervision, adherence to company policies, and maintaining confidentiality. The position reports to the Senior Vice President, Resort Operations – Americas and is based onsite at the MVW Headquarters in Orlando, Florida.

Requirements

High school diploma/G.E.D. equivalent.
At least five years’ experience; or bachelor’s degree.
Demonstrated experience supporting a team of senior-level leaders.
Demonstrated ability in planning, organizing and implementing small projects.
Demonstrated experience with using Microsoft Office Tools especially SharePoint to develop and host RO resources, and be able to train/engage business clients with the use of these tools.
Possesses a professional presence and demeanor.
Proven ability to function as a team player who works with a high degree of independence and credibility.
Successfully partners with professionals with different work styles and needs.
Strong organizational, planning, administrative, multi-tasking, prioritization, and problem-solving skills.
Strong partnership and collaboration skills.
Ability to interface with senior business leaders and collaborate to resolve issues, and influence without position authority.
Strong communication skills with the ability to respond clearly, succinctly and promptly.
Delivers results under difficult conditions and demonstrates balanced judgment under pressure; persistent – drives ideas.
Makes decisions in a timely manner but also knows when to seek direction/approval on essential matters.
Able to work with minimum supervision, using professional judgment and diplomacy.
Must be able to meet deadlines and able to follow through on action lists and priorities with attention to deadlines and details.
Proven ability to develop and maintain effective relationships with a broad group of stakeholders to foster trust and influence key decisions.
Possesses high degree of integrity in dealing with sensitive and confidential information.
Ability to work under pressure in a positive professional manner and to adapt to change.
Flexibility, adaptability, and the capability to manage and prioritize multiple and conflicting priorities and tasks and keep track of information.
Integrates and balances priorities, work activities and resources for the benefit of multiple key stakeholders.
Willingness to travel - anticipated travel of less than 15% required.

Nice To Haves

Bachelor’s degree in Business Administration or a related field from an accredited university.

Responsibilities

Serve as the first point of contact for visitors, greeting them and directing them according to security protocols.
Provide administrative and organizational support to the Corporate Resort Operations leadership and team.
Prepare letters, memos, reports, and other documents using various software.
Process incoming and outgoing mail, including date stamping and distribution.
Maintain computer- and paper-based filing and organization systems.
Compile, copy, sort, and file records of departmental activities and business transactions.
Address inquiries from internal and external callers via telephone and in person.
Prepare and submit expense reports and Corporate Resort Operations invoices.
Support third-party vendor processing.
Prepare and coordinate meeting and travel logistics.
Complete tasks independently with minimal direction.
Follow all company and safety and security policies and procedures.
Maintain confidentiality of proprietary information and protect company assets.
Welcome and acknowledge all visitors according to company standards.
Anticipate and address guests’ service needs.
Communicate with others using clear and professional language and appropriate etiquette.
Develop and maintain positive working relationships and support the team.
Identify, recommend, and implement improvements to increase organizational efficiency, productivity, quality, safety, and/or cost-savings.
Report accidents, injuries, and unsafe work conditions.
Complete safety training and certifications.
Perform other reasonable job duties as requested by Supervisors.
Assist with the planning and coordination of meetings/conferences, including agendas, minutes, and travel.
Assist with the preparation and distribution of division, regional, brand, and/or departmental communications.
Assist with the compilation and/or preparation of routine reporting for leadership review.
Liaise with corporate and field teams to coordinate complex schedules.
Coordinate meetings and travel needs for the leadership team.
Attend meetings and conference calls as requested.
Facilitate the seamless onboarding of new Corporate Resort Operations associates.
Process Accounts Payable invoices and work with M&S Finance partners.
Manage contract processing for the team.
Anticipate needs of the leadership team.
Develop and manage strong relationships with internal key stakeholders and RO Field Leaders.
Coordinate and participate in meetings to ensure consistency of message and maintain efficient communication.
Document meeting action items.
Manage internal and external guests.
Act as the point of contact for assigned projects and communicate status.
Receive visitors entering the Corporate RO area, determine their needs, and direct them.
Address visitor/guest service needs professionally, positively, and timely.
Listen and respond positively to guest questions, concerns, and requests.
Welcome and acknowledge each guest with a smile, eye contact, and a friendly verbal greeting.
Thank visitors/guests with genuine appreciation and provide a fond farewell.
Protect the privacy and security of employees and coworkers.
Research questions and problems and make recommendations for resolution.
Protect company tools, equipment, machines, or other assets.
Answer phone calls and record messages.
Create and type office correspondence using computer.
Create and maintain filing systems.
Make travel arrangements and coordinate logistics.
Prepare and submit expense reports, payroll, and invoices.
Coordinate calendars, including scheduling and canceling meetings.
Bring high-priority scheduling issues to managers’ attention.
Coordinate meeting logistics for large and complex events.
Arrange meeting materials and supplies.
Prepare and edit presentations, agendas, memos/letters, spreadsheets, press kits, and other business documents.
Take notes during meetings and prepare minutes.
Communicate with co-workers and visitors using clear, appropriate, and professional language.
Answer telephones using appropriate etiquette.
Talk with and listen to other employees to effectively exchange information.
Discuss work topics, activities, or problems with coworkers, supervisors, or managers discreetly.
Document any requests/complaints and communicate them to appropriate personnel.
Support all co-workers and treat them with dignity and respect.
Handle sensitive issues with employees with tact, respect, diplomacy, and confidentiality.
Develop and maintain positive and productive working relationships.
Actively listen to and consider the concerns of other employees.
Partner with and assist others to promote teamwork and achieve common goals.
Proactively assist other employees to ensure proper coverage and service.
Enter and locate work-related information using computers.
Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance.
Open, read, and prepare answers to routine letters.
Locate and attach appropriate files to incoming correspondence requiring replies.
Handle incoming and outgoing mail, including date stamping and distributing.
Create and maintain computer- and paper-based filing and organization systems.
Assist with planning large corporate or field-based meetings and associated travel.
Assist with compiling periodic business performance reports.
Transmit information or documents using a computer.
Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
Enter and retrieve information contained in computer databases.
Operate standard office equipment other than computers.
Transmit information or documents using mail, or facsimile machine.