Sr. Administrative Assistant - Global Loyalty - Full-time / Part-time

The purpose of this role is to provide administrative support to the Senior Vice President of Global Marketing, in the Global Marketing department at the Marriott International Headquarters. Global Loyalty is a fast-paced, dynamic department responsible for owning all facets of the loyalty rewards program.     

The core administrative responsibilities for this role will include all facets of administrative support, e.g., managing calendars, scheduling meetings, making travel arrangements, preparing documents and presentations, expense reporting, supporting work readiness, etc. 

The person in this position will have to have organizational sense and savvy that will enable him/her to determine and maintain the sensitivity, confidentiality and urgency of material.  Decision-making skills have to be sharp due to the complexity and sensitivity of the issues this assistant will be directly handling.  Communications skills are critical as the role’s effectiveness will be largely based on its ability to work within and across teams, network with key internal contacts, and coordinate efforts with external vendors on behalf of management. The ability to re-prioritize the workload for a given day is paramount due to the nature of the department and sensitivity of tasks that may occur unexpectedly.

Performs administrative functions in support of achieving the department's objectives. Supports an individual or group of individuals within a department by conducting work that is generally administrative or project oriented. Develops alternatives and determines solutions for assignments, including those that may be unique and non-recurring. Makes decisions that may have a measurable impact on the department/division. Often the incumbent will be responsible for interpreting internal policies and procedures and will be seen as a resource to others. Handles confidential and sensitive material.

Education and Experience

• High school diploma or GED; 4 years’ experience as an administrative assistant or related professional area.
                                                                                                    OR
• 2-year degree from an accredited university in Business Administration, Hotel and Restaurant Management, or related major; 2 years’ experience as an administrative assistant or related professional area.

• 5-10 years prior experience working as an administrative assistant

• Knowledge of a full range of administrative processes typically gained through extensive years of experience.
• Knowledge of advanced functions of a word processing package and may require a working knowledge of other business software packages, including spreadsheet and graphics packages.
• Be able to work with considerable independence and keep sensitive information confidential
• Be able to proactively anticipate needs such as scheduling conflicts for key VPs
• Ability to prioritize work based on immediate business needs in a fast-paced environment
• Possess strong oral and written communication skills
• Possess excellent interpersonal skills – be able to collaborate effectively with others
• Detailed knowledge of advanced functions of Microsoft Office, specifically Word, PowerPoint, Excel and Outlook.
• Knowledge of Internet tools and technologies - ability to leverage technical capabilities
• Typing/word processing at a minimum of 50 wpm
• Be highly flexible and receptive to change
• Must have ability to:
• Carry out oral and written instructions
• Make decisions independently
• Establish and maintain cooperative working relationships

• Manage calendar / time for Senior Vice President through Outlook
• Use knowledge and wise decision-making skills to manage calendars for team leaders to allow for appropriate work time, prioritization of meetings with leaders and groups, and allow for last-minute meeting requests from internal and external parties
• Schedule appointments and meetings.  Ensure that all logistics for meetings have been secured (e.g., conference room, audiovisual equipment, catering and materials to be distributed)
• Coordinate with other administrative staff within Global Marketing and key departments such as brand to accomplish shared tasks and objectives
• Prepare travel arrangements for both domestic and international itineraries (airlines, hotel, car, etc.)  Evaluate alternatives decisions regarding pricing and logistical issues
• Prepare and submit expense reports using online expense reporting tool in a timely manner
• Answer and screen telephone calls.  Provide callers with responses to frequently asked questions or requests and/or do research and follow-up with callers as appropriate
• Process highly confidential and sensitive material from tied to consumer insights and data that impacts MBOs and goals across MI
• Process confidential personnel records, including org charts, and payroll sheets
• Prepare and compose correspondence and documents using Microsoft Office products (e.g., Word, Excel, PowerPoint) - includes editing for grammar, punctuation and format
• Basic administrative functions such as copying, filing, and distribution of materials. Various research projects and other duties as assigned
• Manage departmental Phone Trees in compliance with Risk Management and Business Continuity
• Support for other special projects as assigned (e.g., ordering department gifts, organizing department functions, relocating department, assisting with new hires and transfers, maintaining spreadsheets, etc.)
  

• 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 alternative methods to handle requests and address ambiguous issues. Routinely responds back directly to the caller after performing research or follow-up.
• Composes all types of correspondence or documents, many times on behalf of the supervisor. Correspondence may be directed toward outside owners, customers or senior level executives. Typically drafts correspondence under own signature.
• Identifies areas where new administrative policies and procedures may be necessary within a department. Initiates 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. Gathers data from multiple sources and analyzes information as appropriate.
• 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.
• Schedules appointments and meetings or makes travel arrangements for department personnel, evaluating alternatives and making decisions regarding pricing and logistical issues.
• Processes data through an automated administrative system, such as expense reports, accounts payable, payroll and personnel data. Performs research and follow-up necessary to solve problems encountered.
• Performs data entry into a mainframe application and develops databases or spreadsheets as necessary.
• Presents information to a group.
• Sets priorities and establishes procedures for completing responsibilities.
• Delegate portions of work to others when appropriate.
• Resolves and determines the urgency level of conflicting priorities. Prioritizes 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.

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.

CRITICAL COMPETENICES

• Advocates and demonstrates continuous improvement by adjusting to new ways as conditions
• and priorities change which may include learning new skills
• Takes initiative by being a part of the solution and assisting in the resolution of issues/problems resulting from change
• Able to work with different levels of management and management styles as needed in position

• Keeps work group informed, speaks and writes clearly and concisely
• Actively listens to others recommendations while seeking clarification and offering alternatives as appropriate
• Communicates in a timely, proactive manner, receives directions and feedback well

• Actions support key business values of customer service, associate satisfaction and financial success
• Demonstrates pleasant, helpful and accurate service to internal and external customers
• Respects fellow associates
• Efficiently purchases and utilizes resources to produce quality products

• Sets priorities and establishes a realistic action plan while anticipating potential issues
• impacting the plan
• Develops and follows procedures for ensuring quality, is detail‐oriented, maximizes resources,
• meets deadlines, and follows through on assignments

• Identifies problems and seeks resolution through sound judgment and solid decision making skills, where appropriate
• Directs problems to higher level or applicable department for resolution

• Works well in a team environment
• Acts as a liaison with other resources/departments as appropriate
• Gives recognition, collaborates and builds trust among others, treats people fairly, equally and respectfully, promotes celebration when appropriate

• Demonstrates requisite technical expertise as defined by the position.

• Demonstrates commitment and reliability in getting the job done efficiently, timely,
• professionally and accurately
• Balances multiple projects simultaneously and maintains the personal, technical and
• professional skills needed to perform job duties
• Consistently strives to improve these skills and represents staff and division positively