Administrative Assistant, Executive Office

Marriott Vacations Worldwide

1d•Onsite

About The Position

The Administrative Assistant (“the Assistant”) provides administrative and operational support to members of the MVW Executive Office, to ensure smooth day-to-day workflow and coordination. This includes administrative tasks such as calendar and event management, expense and invoice processing, scheduling conference calls, booking travel, and other duties as assigned below or requested by Supervisors. This is a full-time position with the ability to work onsite for 4-5 days per week from the MVW Headquarters in Orlando, Florida.

Requirements

High school diploma or equivalent required (bachelors preferred)
Administrative assistance experience, preferably within the timeshare industry.
Experience supporting senior leadership levels.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams PowerPoint, SharePoint).
Highly organized, detail-oriented, adaptable, and able to manage multiple priorities.
Strong communication skills and a service-focused mindset.
Ability to anticipate needs and operate independently
Proven ability to consistently meet deadlines.
Strong problem-solving abilities and a proactive mindset.
Strong research and fact-checking skills.
Ability to maintain professionalism, discretion, and confidentiality at all times.
Proven ability to develop and maintain effective relationships across all levels of the organization.

Nice To Haves

Working knowledge of Power BI an advantage.

Responsibilities

Manage complex calendars and track Personal Vacation / Paid Time Off as assigned.
Book travel plans and itineraries and compiles documents for travel-related meetings.
Schedule meetings and conference calls, including reserving meeting rooms, organizing setups, and setting up Teams or Zoom meetings.
Prepare correspondence, presentations, and internal reports on behalf of the Executive team as required. This includes assisting with the preparation of records such as agendas, notices, and minutes as directed.
Handles incoming calls and correspondence and responds independently as directed.
Monitors company credit card transactions and prepare expense reports.
Handle expenses, invoices, and administrative workflows.
Prepare memorandums outlining and explaining administrative procedures and policies.
Arranges programs, events, or conferences including booking facilities and caterer as needed.
Maintain accurate, well-organized files in compliance with applicable policies.
Coordinate with internal teams and external partners.
Maintains office supply inventory and order supplies.
Manage confidential and sensitive information with the utmost professionalism.
Performs other duties as assigned.
Maintain confidentiality of proprietary company materials and information.
Protect the privacy and security of guests and coworkers.
Follow company and department policies and procedures.
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 guests and co-workers using clear, appropriate and professional language.
Talk with and listen to other employees to effectively exchange information.
Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.
Document all requests/complaints and communicate such to appropriate personnel for proper handling.
Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.
Support all co-workers and treat them with dignity and respect.
Develop and maintain positive and productive working relationships with other employees and departments.
Partner with and assist others to promote an environment of teamwork and achieve common goals.
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through personal contact, telephone, email, or fax.
Physical capability to effectively use and operate various items of office-related equipment such as, but not limited to computers, computer software, calculator, copiers, and fax machine.
Handle incoming and outgoing correspondence; open, read, and prepare answers to routine communications sent to the President & COO.
Locate and attach appropriate files to incoming correspondence requiring Tier 2 replies.
Create and maintain effective filing and organization systems for records, reports, documents, etc.
Perform other reasonable job duties as requested by Supervisors.