Senior Administrative Assistant

Description

Marriott International offers you the opportunity to find the hospitality job and career journey that’s right for you. With more than 4400 properties and 19 brands you’ll find us in your neighborhood and in more than 87 countries across the globe. Find Your World™ at Marriott.

Qualifications

Specific Job Summary

Overall Responsibilities:

The Senior Administrative Assistant provides administrative support to the Chief Development Officer, and the Select Service and Extended Stay Development team. Including supporting project work needed to achieve department priorities. Duties include general administrative responsibilities; calendar management, expense reporting and expense reporting, project coordination, preparing correspondence and presentations, team meeting/event planning and execution, performing data entry and data processing tasks. Project and tasks will, in some cases, involve developing alternatives and determining solutions and providing recommendations.

Strong organizational and interpersonal skills, including sound judgment and decision-making ability with a high level of self-initiative are required.

Primary Responsibilities:

General Inquiries and Meeting Scheduling

• Handles various requests for information and follows-up based on an understanding of the organization and the knowledge of the team’s work.
• Provides back-up coverage for Executive Admin to the Global Chief Development Officer, and other areas of support upon request.
• Performs general administrative functions such as scheduling, organizing and maintaining digital files, coordination of team calls and meetings. Manages all aspects of meeting planning, both internal and external. Collaborates on preparation of agenda, coordinating presenters, making schedule changes with minimal direction. Responsible for evaluating and providing meeting logistic recommendations, budget management, and coordinating travel arrangements.
• Facilitates review process by team members and consolidates feedback.
• Manages cyclical administrative duties for the department with limited oversight.
• Supports Chief Development Officer in financial clerical tasks (e.g., expense reporting).
• Handles phone inquiries. Answers both CDO and departmental telephone line(s); provides callers with responses to requests involving departmental inquiries, procedures or programs; directs calls to the appropriate person or takes messages.
• Interacts effectively with senior executives, extended team members, and owners / partners using clear, appropriate and professional language.
• Manages calendar of Chief Development Officer.
• Processes departmental invoices ensuring charges are accurately posted, maintaining tracking of processing status and payments.

Communications

Compose and distribute internal and external correspondence, memos, reports and graphic presentations as needed.


Special Projects and Ad hoc Requests

• Participates in team conference calls / meetings to keep notes, track and communicate follow-up items.
• Process accounts payable and track for the department. Liaison with finance and accounting. Organize and maintain actual / forecast reporting for department budget.
• Aptitude for learning new programs and processes related to the success of department goals.
• Coordinate other administrative and project responsibilities as requested.
• Create presentations using Word, PowerPoint, Dropbox and Excel upon request.
• Maintain files and organizes information.

Key Candidate Experience Profile:

Successful candidates should possess knowledge, experience and demonstrate strong skills as follows:

Knowledge and Experience:

• Position requires ability to work in a fast-paced, multiple task environment providing administrative support to multiple team members both locally and remote.
• Position requires a complete knowledge of a full range of administrative processes gained through of minimum of 5 years administrative experience, preferably in an industry related or Marketing function.
• Position requires complete knowledge of the mission, functions, organizational structure, policies and procedures of their department and division and a general knowledge of those pertaining to the Company. Incumbent is viewed as a resource to others concerning these areas.
• Broad technological knowledge and proficiency in advanced functions of business software packages, primarily Microsoft Office (Outlook, Word, Excel, and PowerPoint), in addition to database applications.

Personal Attributes and Competencies

• Thrives working in a fast paced, high energy, and progressive environment.
• Works closely amongst other individuals on a large team to achieve results. Fosters relationships and a positive climate to build effective teams committed to organizational goals and initiatives; demonstrates flexibility in approach.
• Ensures all work is completed effectively, monitors the progress of work against schedules and budgets; communicates status, maintains high performance standard; works effectively by using a highly collaborative style.
• Creates an atmosphere in which timely information flows smoothly both upward and downward through the organization; possesses exceptional communication skills.
• Able to conceptualize and create non-routine documents and implement automated work processes and general administrative improvements. This position requires incumbent to exercise sound independent judgment when handling non?routine issues.
• Ability to prioritize and keep a positive attitude and perspective on what needs to be done efficiently and professionally in an environment of changing priorities and demands.
• Meets customer needs by developing and maintaining effective relationships with both internal and external customers and by promoting a customer service orientation within the organization.
• Supports, manages and initiates change within the organization, taking steps to remove barriers.
• Will be working with proprietary and/or confidential information so a high degree of professionalism and confidentiality are required.
• Actively pursues learning and self-development to enhance personal, professional and business growth; shares learning.
• Work regular business hours, 8:00am - 5:00pm, Monday through Friday, with the flexibility to work overtime, as needed.

Marriott International is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Marriott International does not discriminate on the basis of disability, veteran status or any other basis protected under federal, state or local laws.