Job Description

Are you ready to grow your dream career while making others' vacation dreams come true? Marriott Vacations Worldwide is a world premier organization for Vacation Ownership with resorts at destinations around the globe. Join our team and help deliver unforgettable experiences that make vacation dreams come true.

POSITION SUMMARY

Marriott Vacations Worldwide is seeking a Senior Administrative Assistant to support the VP of Global Communications & SVP of Data & Analytics. The role requires a seasoned administrative professional who can perform administrative functions in support of achieving each leader’s department objectives. The position requires an ability to manage multiple projects, a high volume of calendar requests, correspondence with internal and external partners and clients and oversee meeting management.

In addition, the professional will be required to enter and retrieve information contained in computer databases using standard computer equipment and technology (e.g. a keyboard and mouse) to update records, files, reservations, meetings, and answer inquiries from internal and external callers. Transmit information or documents using a computer, mail, or facsimile (fax) machine. Operate standard office equipment, including computers. Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software. Prepare PowerPoint slides. Prepare and review written documents (e.g., daily logs, agendas business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.  Handle incoming and outgoing mail and distribution. Create and maintain computer and paper-based 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 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, prepare and review written documents accurately and completely in a timely manner.  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.

CRITICAL TASKS

Policies and Procedures

• 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.

Customer Relations

• 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.
• Anticipates needs, including asking questions to better understand needs and watching/listening to preferences and acting on them whenever possible.
• Assists external agency partners with invoices, scheduling and activity reports with an ability to create meeting agendas.

Communication

• 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 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 (e.g., emails, memos, documents), including proofreading and editing written information to ensure accuracy, completeness, and timeliness.
• Talk with and listen to other employees to effectively exchange information.
• Has an ability to handle a large volume of calls, emails and incoming communication needs (including calendar invite requests) and has a proven ability to be nimble and adaptable as priorities change.
• Ability to create specific travel itineraries and other itineraries specific to events, video shoots.

Working with Others

• 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.

Planning and Organizing

• Make travel arrangements and coordinate logistics including transportation and lodging arrangements.
• Prepare and submit expense reports and invoices.
• Prepare set up of vendors through Accounts Payable systems and process invoices accordingly
• 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, and arrange meeting materials and supplies
• (e.g.: copying and distributing materials, arranging room set-up and necessary food and beverage).
• Prepare and edit presentations, agendas, memos/letters, spreadsheets, press kits and other business documents.
• Take notes during and prepare minutes from meetings.
• Manage monthly calendar of activities.

Physical Tasks

• Enter and locate work-related information using computers and/or other methods. Move, lift, carry, push, pull, and place
• objects weighing less than or equal to 10 pounds without assistance.

General Administration

• Open, read, and prepare answers to routine mail.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Take and distribute meeting minutes to appropriate individuals.
• Handle incoming and outgoing mail and distributing incoming mail (e.g., overnight mail,
• delivery/messenger services, First Class, Federal Express, UPS, certified, International, and Registered).
• Prepare set up for onboarding new associates

Documentation/Reporting

• Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc.

Computers/Software

• Transmit information and communications using a computer.
• Enter and retrieve information contained in computer databases using standard computer equipment and technology (e.g.
• a keyboard and mouse) to update records, files, reservations and answer inquiries from customers.
• Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.

Office Equipment

• Transmit information and communications using a computer, mail, scanner, or fax machine.
• Operate standard office equipment other than computers such as telephone, scanner, fax, 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.

CRITICAL COMPETENCIES

Personal Attributes

• Integrity
• Dependability
• Positive Demeanor
• Presentation
• Initiative
• Stress Tolerance
• Adaptability/Flexibility

Interpersonal Skills

• Team Work
• Customer Service Orientation
• Diversity Relations

Communications

• Telephone Etiquette Skills
• English Language Proficiency
• Communication
• Writing
• Listening
• Applied Reading

Organization

• Detail Orientation
• Multi-Tasking
• Time Management
• Planning and Organizing

Analytical Skills

• Computer Skills
• Learning
• Problem Solving
• Decision Making

General Administration

• Typing
• Filing
• Correspondence

Computer Software

• Office 365
  • Teams
  • SharePoint
  • Outlook
  • Word
  • PowerPoint

• Visio or other organization chart software
  • Adobe Pro

PREFERRED QUALIFICATIONS

Education

High school diploma/G.E.D. equivalent

Related Work Experience

At least 3+ years of related work experience

Supervisory Experience

No supervisory experience is required

Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture