Sr Administrative Assistant - F&A

Marriott Vacations Worldwide

16d

About The Position

Report directly to the SVP, Global Tax and perform administrative functions in support of the SVP and achieving the department's objectives. Enter and retrieve information contained in databases using standard computer equipment and technology to update records, files, reservations, meetings, and answer inquiries from internal and external callers. Operate standard office equipment. Prepare letters, memos, and other documents accurately and completely in a timely manner. Review documents, including proofreading and editing written information to ensure accuracy and completeness. Handle incoming and outgoing mail, including date stamping and distribution. Create and maintain filing and organization systems for records, reports, documents, etc. Compile, copy, sort, and file records of office activities, business transactions, and other activities. Prepare and submit expense reports, payroll, and invoices. Prepare and coordinate meeting and travel logistics. Generally complete tasks independently with minimal direction from supervisor. Follow all company and safety and security policies and procedures. Maintain confidentiality of proprietary information and protect company assets. Speak with others using clear and professional language. Answer telephones and other correspondence using appropriate etiquette. Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of other employees. Ensure adherence to quality expectations and standards. Identify, recommend, develop, and implement new ways to increase organizational efficiency, productivity, quality, safety, and/or cost-savings.

Requirements

High school diploma/G.E.D. equivalent
At least 5 years of related work experience
Detail Oriented
Customer Service Focused
Advanced Communication Skills
Coping with multiple work demands
Effective Time Management
Planning and Organizing
Problem Solving
Decision Making
Positive Demeanor
Microsoft Office, especially Powerpoint, Word & Excel

Nice To Haves

Familiarity with SimpleLegal, and MS Power Suite apps is a plus.

Responsibilities

Maintain confidentiality of proprietary materials and information.
Protect the privacy and security of customers and coworkers.
Follow company and department policies and procedures.
Research questions and problems and make recommendations for resolution.
Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.
Address customers' service needs in a professional, positive, and timely manner.
Actively listen and respond positively to the questions, concerns, and requests of others.
Proactively assist other employees to ensure proper coverage and service.
Discuss work topics, activities, or problems with co-workers, supervisors, or managers using proper discretion.
Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to the appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.
Speak to customers and other employees using clear, appropriate and professional language.
Prepare and review written communications, including proofreading and editing written information to ensure accuracy, completeness, and timeliness.
Talk with and listen to other employees to effectively exchange information.
Treat all employees and customers with dignity and respect.
Develop and maintain positive and productive working relationships with other employees and departments.
Partner with and assist co-workers to promote an environment of teamwork and achieve common goals.
Handle sensitive issues with employees and/or customers with tact, respect, diplomacy, and confidentiality.
Actively listen to and consider the concerns of other employees, responding appropriately and effectively.
Act as subject matter expert for SimpleLegal and the related firm-facing CounselGo application for invoicing and fee accruals.
Be the primary interface for outside firms’ submission of invoices and accruals.
Provide reporting for use in forecasts and budgeting.
Make travel arrangements and coordinate logistics including transportation and lodging arrangements, anticipating traveler needs to ensure a smooth experience.
Prepare and submit expense reports and invoices.
Coordinate calendars, including scheduling and canceling meetings, and bring high-priority scheduling issues to managers’ attention.
Coordinate meeting logistics; including for large and complex events (e.g., copying and distributing materials, arranging room set-up, food, and beverages).
Prepare and edit presentations, agendas, memos/letters, spreadsheets, press kits, and other business documents.
Take notes during and prepare minutes from meetings.
Comply with quality assurance expectations and standards.
Identify and recommend new ideas, technologies, or processes to increase organizational efficiency, productivity, quality, safety, and/or cost-savings.
Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc.
Transmit information and communications.
Enter and retrieve information contained in databases using standard computer equipment and technology to update records, files, reservations, and answer inquiries from customers.
Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
Transmit information and communications using mail or scanner.
Operate standard office equipment other than computers such as telephone, scanner, photocopier, calculator, and electronic peripherals.
Ensure necessary office supply inventory is available, and order as needed.
Ensure all office equipment is in working order, calling maintenance when needed.
Maintain office areas (e.g., cubicles, storerooms, conference rooms, etc.), including calling housekeeping and maintenance when needed.