Administrative Assistant, Senior

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JOB SUMMARY
Supports the Executive Vice President and Chief Marketing & Commercial Officer and her Leadership team. Proactively performs administrative functions in support of achieving the department's objectives and serves as a member of the BMSC administrative team. Work is generally varied and administrative or project oriented. Work involves developing alternatives and determining solutions for assignments, including those that may be unique and non-recurring. Many decisions have a measurable impact on the BMSC department. 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.

This is a part time position scheduled for 25 hours per week with core hours of 12 pm to 5 pm Monday through Friday.

JOB SPECIFIC TASKS
Acts as a gate-keeper for the Executive Vice President and Chief Marketing & Commercial Officer's time by managing calendar. This involves using discretion in identifying critical items, setting up meetings and making scheduling changes with minimal involvement by the Executive Vice President and Chief Marketing & Commercial Officer.
Composes all types of correspondence, documents, or presentations on behalf of the Executive Vice President and Chief Marketing & Commercial Officer and Direct Reports to be shared and used by top executives of the company. Correspondence may be directed toward senior level executives or outside organizations.
Maintains vendor contact and response correspondence: composes correspondence, tracks responses, forwards requests to appropriate individuals and sets ups meetings as required.
Makes travel arrangements and prepares the travel itinerary for the Executive Vice President and Chief Marketing & Commercial Officer and Direct Reports. The travel may involve multiple stops, extended trips and frequent/unanticipated changes.
Proactively maintains files for Executive Vice President and Chief Marketing & Commercial Officer and department common files and maintain department trace system (staff review dates, monthly conference calls, senior management meetings, etc.).
Handles special reporting projects and requests, which include presentations, monthly reports, budget schedules and providing business scorecards, when needed. This work may include data entry and/or basic analysis, creating/updating reports, using key MI reports/database, performing data entry into a mainframe application and developing databases or spreadsheets.
Basic administrative functions such as meeting scheduling, copying, filing and distribution of materials. Various research projects and other duties as assigned.
May arrange or perform administrative functions for small to large-scale meetings or conferences that are typically multi-day in length. Responsible for evaluating alternatives and making decisions regarding logistics and pricing for the room and audio-visual set-up, catering, meeting agenda and materials, and possibly travel arrangements for the participants. Travel may also be required on the part of the incumbent.
Order supplies for the department. Ensuring that there are always supplies available to other members of the department.
Support for other special projects as assigned (i.e. ordering department gifts, organizing department functions, relocating department, assisting with new hires and transfers, etc.)

Answers departmental telephone lines and responds to e-mail inquiries with responses to all types of requests, both routine and those requiring research and follow-up; directs calls/messages to the appropriate person. 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 an automated administrative system. This may include processing items such as expense reports, accounts payable, payroll and personnel data. Performs research and follow-up necessary to solve problems encountered.

Reconciles departmental expense accounts as reflected on the distribution summary or operating statement; identifies discrepancies; and prepares variance analyses to explain comparisons to last year's results or the current year budget. May assist in the development and forecasting of budget items.

Proactively identifies areas where new administrative policies and procedures may be necessary within BMSC. The incumbent will initiate the project to develop the new policy or procedure.

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 have responsibility for a specific departmental process/system, which entails research, and analytical responsibilities.

Answers departmental 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. Position requires daily departmental phone coverage until 5:00 pm.

Collaborates with the Communications team to schedule Quarterly Sales Star Calls for Global Sales Organization.

May be responsible for presenting information to a group.

CANDIDATE PROFILE
Successful candidates should possess knowledge and experience and demonstrate strong leadership and relationship skills as follows:

Typical Knowledge & Experience:
Position requires a complete knowledge of a full range of administrative processes typically gained through extensive years of experience.
Position requires the experienced interpersonal skills required to represent oneself as a professional and courteous representative of BMSC to senior executives or outside organizations.
Position requires complete knowledge of the mission, functions, organizational structure, policies and procedures of departments associates with the Executive Vice President and Chief Marketing & Commercial Officer 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 a word processing package and a working knowledge of other business software packages, including spreadsheet, PowerPoint and graphics packages.
Position requires a working knowledge of MI systems (e.g., PeopleSoft, MarrExpress, etc.) or be able to demonstrate the ability to quickly develop competence of these systems.
Self-motivated team player with high degree of customer service ability. Must have the ability to work on multiple projects simultaneously and exhibit a high degree of professionalism.
Strong interpersonal skills, must demonstrate high level of knowledge, good judgment and discretion in handling communications with all levels of Marriott's organization as well as outside owners/vendors.
Strong business writing skills to assist in development of clear, concise documents and presentations
Must handle and set priorities for projects. Must balance competing priorities and react positively to changes in direction.
Must have the ability to support internal and external inquiries
Ensures that all work is completed effectively; monitors the progress of work against schedules and budgets; maintains high performance standard; works effectively by using a highly collaborative style.
Identifies problems and seeks resolution through sound judgment and solid decision making skills. Appropriately directs to higher level or applicable department for resolution.
Fosters relationships and a positive climate to build effective teams that are committed to organizational goals and initiatives; demonstrates flexibility in approach.
Actively pursues learning and self-development to enhance personal, professional and business growth; shares learning.

Supervision Received:
Incumbent receives minimal supervision. Instructions are received at the beginning of complex projects and sensitive assignments and the resulting work is generally reviewed at completion. Some work may be distributed without review.
Incumbent is responsible for setting priorities and establishing procedures for completing responsibilities. Incumbent may delegate portions of work to others. Incumbent is responsible for resolving and determining the urgency level of conflicting priorities. Incumbent is responsible for prioritizing some aspects of the work for the supervisor, such as identifying critical items and ascertaining which items are to be delegated to subordinate managers, handled by the supervisor or handled by incumbent.
Incumbent must demonstrate a high sense of urgency and skillfully manage various competing priorities in a fast-paced environment and serve as the liaison within and outside the department and Marriott.

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.