Senior Administrative Assistant in Orlando at Marriott Vacations Worldwide

Date Posted: 2/11/2020

Job Snapshot

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.

Perform administrative functions in support of achieving the department's objectives. 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 and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.  Handle incoming and outgoing mail, including date stamping 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, payroll, 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.

Position will assist in Partnerships and Events Channels.

Maintain Event Progress Report.

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.

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.

Monitor Event Processes for efficiency.

Notify sites of daily sales and progress.

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.

Participate in weekly communication on Events.

Interact and assist with National Events Team (NET).

Interact with Legal, Ad-Review, Inventory Management, Owner Services, Creative Services, among other departments as needed.

Planning and Organizing

Make travel arrangements and coordinate logistics including transportation and lodging arrangements.

Prepare and submit expense reports, payroll, and invoices.

Use Progress Reports to maintain consistency with dated entries.

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.
  • Provide hospitality support services, e.g., meet/greet, meeting setup, F&B, to assist visitors from outside the office.

Physical Tasks

  • Enter and locate work-related information using computers and/or other methods.

Quality Assurance

Comply with quality assurance expectations and standards.

Identify and recommend new ideas, technologies, or processes to increase organizational efficiency, productivity, quality, safety, and/or cost-savings.

Offer suggestions for process improvement.

Documentation/Reporting

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

Same for Event specific reporting.

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.

Remain current with updated software or new applications introduced to the office environment.

Office Equipment

Transmit information and communications using mail, scanner, or fax machine.

Operate standard office equipment other than computers such as telephone, typewriter, 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.



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