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Senior Administrative Assistant - Full-time / Part-time
•30 days ago
| Hours | Full-time, Part-time |
|---|---|
| Location | bethesda, Maryland |
About this job
Marriott International offers you the opportunity to find the hospitality job and career journey that's right for you. With more than 1100 managed properties and 18 brands you'll find us in your neighborhood and in more than 74 countries across the globe. Find Your World at Marriott.
JOB SUMMARY
Primary responsibility is to provide day-to-day administrative support to the SVP, Global Compliance, Business Process, and Systems Management and his/her direct reports in support of the department's objectives. She/he will also provide general administrative support to the broader Global Compliance, Business Process, and Systems Management organization Work includes both administrative and project/process support (e.g. maintenance of database information). Work involves developing alternatives and determining solutions for assignments, including those that may be unique and non-recurring. Often the incumbent will be responsible for interpreting internal policies and procedures and will be seen as a resource to others. Work may involve handling confidential and sensitive material.
CORE WORK ACTIVITIES
Administrative/Program & Process Management Responsibilities
Composes all types of correspondence or documents, many times on behalf of the SVP, VP's and/or the broader Global Compliance, Business Process, and Systems Management team as a whole. Correspondence may be directed internally (broader organization, senior level executives) or externally. Prepares presentations on behalf of the SVP and in support of other senior leaders on the Global Compliance, Business Process, and Systems Management team. Involved in consolidating, coordinating and posting information to overall department website, newsletters and other communications
May have responsibility for specific Global Compliance, Business Process, and Systems Management processes/systems which entails research and analytical responsibilities (e.g. Financial Business Applications Instructor-led Training process management, Global Finance Resource Pool asset management). Leads other Special Projects as assigned.
Manages calendar activities for Sr. Vice President and other team members, as appropriate and agreed to.
Answers department 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 alternatives to handle requests when many times the problems are not clearly identified or involve sensitive issues. Routinely responds back directly to the caller after performing research or follow up.
Processes data through automated administrative systems using prescribed procedures and in a timely basis. This will include processing items such as expense reports, accounts payable, payroll and personnel data. Performs research and follow up necessary to solve problems encountered related to the processing of the administrative systems.
Reviews departmental operating statements and supporting financial reports on behalf of department heads; identifies and resolves discrepancies; and prepares variance analyses to explain comparisons to last year's results or the current year budget. Assist in the development and forecasting of budget items. Produce and distribute periodic financial reports to internal and external stakeholders as defined.
Coordinates meetings including meeting rooms, equipment and catering.
Makes travel arrangements, as necessary, evaluating alternatives and making decisions regarding pricing and logistical issues.
Researches questions and problems regarding departmental or administrative policies, procedures, information or services, including questions, which are complex in nature. Research typically requires obtaining data from multiple sources.
May identify areas where new administrative policies and procedures may be necessary within a department. The incumbent will initiate the project to develop the new policy or procedure.
Perform office management responsibilities including but not limited to: onboarding new associates and coordinating work exit for exiting associates; maintaining Outlook distribution list for department; ordering department office supplies and computer equipment/services; maintaining printers and scanners; address functionality issues with the appropriate technical team; ensure paper and toner supplies are adequate; maintain storage rooms, team rooms and filing cabinets in tidy and organized condition; maintain reservation book for conference rooms and conference telephone lines; work with Facilities/Telephone Ops when service is needed/issues are encountered.
CANDIDATE PROFILE
Typical Knowledge and Experience:
Position requires complete knowledge of a full range of administrative processes typically gained through extensive years of experience.
Position requires complete knowledge of the mission, functions, organizational structure, policies and procedures of department and division and a general knowledge of those pertaining to the Company. Incumbent is viewed as a resource to others concerning these areas.
Position requires knowledge of advanced functions of Microsoft Office (Word, Outlook, and PowerPoint) and requires a working knowledge of other business software packages, including spreadsheet and graphics packages.
Demonstrated ability to prioritize and manage multiple projects simultaneously.
Knowledge of Marriott corporate culture, resources, and organizational structure, preferred.
Supervision Received:
Position receives minimal supervision. Instructions are received at the beginning of complex projects and sensitive assignments and the resulting work is generally reviewed at completion. Position has a high level of autonomy in the performance of its requirements. Work may be distributed without review.
Position is responsible for setting priorities and establishing procedures for completing responsibilities. There may be significant variation in daily workload, requiring constant independent prioritization, including the need to resolve and determine the urgency level of conflicting priorities.
Qualifications:
Excellent oral and written communications skills; strong interpersonal skills
Ability to develop and nurture relationships with internal and external customers
Must demonstrate ability to work independently, using sound judgment in decision making and discretion when handling confidential matters
Must be able to multi-task and manage work effectively during severe time constraints
Must be organized, self-motivated, detail oriented, and attentive to deadlines
Must be able to take direction from different leaders and prioritize work accordingly
Must be proficient in Microsoft Office Application including Visio; proficiency in PeopleSoft Accounts Payable, OnDemand, Marrpay is strongly preferred
Ability to work well with various stakeholders and peer group
Ability to work effectively given the nature of our clients being in multiple countries and time zones (a global mindset)
Previous experience as an administrative assistant for an executive and supporting multiple/large departments is strongly preferred
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.
JOB SUMMARY
Primary responsibility is to provide day-to-day administrative support to the SVP, Global Compliance, Business Process, and Systems Management and his/her direct reports in support of the department's objectives. She/he will also provide general administrative support to the broader Global Compliance, Business Process, and Systems Management organization Work includes both administrative and project/process support (e.g. maintenance of database information). Work involves developing alternatives and determining solutions for assignments, including those that may be unique and non-recurring. Often the incumbent will be responsible for interpreting internal policies and procedures and will be seen as a resource to others. Work may involve handling confidential and sensitive material.
CORE WORK ACTIVITIES
Administrative/Program & Process Management Responsibilities
Composes all types of correspondence or documents, many times on behalf of the SVP, VP's and/or the broader Global Compliance, Business Process, and Systems Management team as a whole. Correspondence may be directed internally (broader organization, senior level executives) or externally. Prepares presentations on behalf of the SVP and in support of other senior leaders on the Global Compliance, Business Process, and Systems Management team. Involved in consolidating, coordinating and posting information to overall department website, newsletters and other communications
May have responsibility for specific Global Compliance, Business Process, and Systems Management processes/systems which entails research and analytical responsibilities (e.g. Financial Business Applications Instructor-led Training process management, Global Finance Resource Pool asset management). Leads other Special Projects as assigned.
Manages calendar activities for Sr. Vice President and other team members, as appropriate and agreed to.
Answers department 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 alternatives to handle requests when many times the problems are not clearly identified or involve sensitive issues. Routinely responds back directly to the caller after performing research or follow up.
Processes data through automated administrative systems using prescribed procedures and in a timely basis. This will include processing items such as expense reports, accounts payable, payroll and personnel data. Performs research and follow up necessary to solve problems encountered related to the processing of the administrative systems.
Reviews departmental operating statements and supporting financial reports on behalf of department heads; identifies and resolves discrepancies; and prepares variance analyses to explain comparisons to last year's results or the current year budget. Assist in the development and forecasting of budget items. Produce and distribute periodic financial reports to internal and external stakeholders as defined.
Coordinates meetings including meeting rooms, equipment and catering.
Makes travel arrangements, as necessary, evaluating alternatives and making decisions regarding pricing and logistical issues.
Researches questions and problems regarding departmental or administrative policies, procedures, information or services, including questions, which are complex in nature. Research typically requires obtaining data from multiple sources.
May identify areas where new administrative policies and procedures may be necessary within a department. The incumbent will initiate the project to develop the new policy or procedure.
Perform office management responsibilities including but not limited to: onboarding new associates and coordinating work exit for exiting associates; maintaining Outlook distribution list for department; ordering department office supplies and computer equipment/services; maintaining printers and scanners; address functionality issues with the appropriate technical team; ensure paper and toner supplies are adequate; maintain storage rooms, team rooms and filing cabinets in tidy and organized condition; maintain reservation book for conference rooms and conference telephone lines; work with Facilities/Telephone Ops when service is needed/issues are encountered.
CANDIDATE PROFILE
Typical Knowledge and Experience:
Position requires complete knowledge of a full range of administrative processes typically gained through extensive years of experience.
Position requires complete knowledge of the mission, functions, organizational structure, policies and procedures of department and division and a general knowledge of those pertaining to the Company. Incumbent is viewed as a resource to others concerning these areas.
Position requires knowledge of advanced functions of Microsoft Office (Word, Outlook, and PowerPoint) and requires a working knowledge of other business software packages, including spreadsheet and graphics packages.
Demonstrated ability to prioritize and manage multiple projects simultaneously.
Knowledge of Marriott corporate culture, resources, and organizational structure, preferred.
Supervision Received:
Position receives minimal supervision. Instructions are received at the beginning of complex projects and sensitive assignments and the resulting work is generally reviewed at completion. Position has a high level of autonomy in the performance of its requirements. Work may be distributed without review.
Position is responsible for setting priorities and establishing procedures for completing responsibilities. There may be significant variation in daily workload, requiring constant independent prioritization, including the need to resolve and determine the urgency level of conflicting priorities.
Qualifications:
Excellent oral and written communications skills; strong interpersonal skills
Ability to develop and nurture relationships with internal and external customers
Must demonstrate ability to work independently, using sound judgment in decision making and discretion when handling confidential matters
Must be able to multi-task and manage work effectively during severe time constraints
Must be organized, self-motivated, detail oriented, and attentive to deadlines
Must be able to take direction from different leaders and prioritize work accordingly
Must be proficient in Microsoft Office Application including Visio; proficiency in PeopleSoft Accounts Payable, OnDemand, Marrpay is strongly preferred
Ability to work well with various stakeholders and peer group
Ability to work effectively given the nature of our clients being in multiple countries and time zones (a global mindset)
Previous experience as an administrative assistant for an executive and supporting multiple/large departments is strongly preferred
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.