Senior Administrative Assistant

Found in: beBee jobs US - 2 weeks ago

Bethesda, Maryland, United States Bethesda Marriott Full time
Job Number
Job Category Administrative
Location Marriott International HQ, 7750 Wisconsin Avenue, Bethesda, Maryland, United States VIEW ON MAP
Schedule Full-Time
Located Remotely? N
Relocation? N
Position Type Management
Job Summary

The purpose of this role is to provide proactive administrative support for the SVP, Global Growth & Delivery, and Vice President, Global Growth & Delivery. This role is expected to partner with other administrative assistants within the organization to ensure seamless team comradery, smooth daily operation - including complex meeting scheduling, calendar management, event planning, communications, and optimization of department processes. Global Growth & Delivery is a very fast-paced, highly dynamic, global department.

The administrative responsibilities for this role will include all facets of administrative support, e.g., updating organizational charts, maintaining distribution lists, and submitting expense reports on behalf of the SVP, Work Readiness, etc. The event planning responsibilities for this role will include planning and execution for town halls, executive team leadership meetings, and key working sessions with senior executives. In addition, this role is responsible for staying abreast with technology to assist in meetings.

The person in this position will need to have a passion for executive and organizational support. Decision-making skills have to be sharp due to the sensitivity, confidentiality, and urgency of material. The ability to re-prioritize the workload for a given day is paramount due to nature of the team and the critical tasks that may occur unexpectedly. 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 provide real-time customer service and proactive resolution. This role is hybrid based in Bethesda, MD and the candidate is typically expected to work from Marriott Headquarters at least 3 days a week from 8 a.m. – 5 p.m. to align with the SVP's in-person schedule, generally Tuesday through Thursday.

Candidate ProfileEducation And Experience Required
High school diploma or GED; 5+ years' experience as an administrative assistant or related professional area. OR 4-year degree from an accredited university, Hotel and Restaurant Management focus preferred, 3+ years' experience as an administrative assistant or related professional area.Skills And Experience Preferred Knowledge of a full range of administrative processes, typically gained through years of experience
Exceptional ability to manage an executive calendar with regularly competing priorities. Adept at scheduling complex meetings with multiple senior executives. Experience partnering with an executive to understand their needs and balance meeting schedule to ensure key projects/meetings are prioritized.
Experience with and passion for associate engagement with the ability to develop a strategy to expertly execute meetings/ events, communications, and associate recognition
Strong ability to craft and distribute executive and department communications, both written and visual (e.g., PowerPoint presentations), with keen attention to detail and ability to concisely and effectively communicate to a large organization
Must be highly flexible and receptive to change, comfortable with the agility needed to navigate a fast-paced working environment
Ability to work with considerable independence and keep sensitive information confidential
Ability to prioritize work based on immediate business needs in a fast-paced environment
Strong oral and written communication skills
Excellent interpersonal skills - be able to collaborate effectively and build strong relationships with others
Detailed knowledge of advanced functions of Microsoft Office, specifically Word, PowerPoint Excel and Outlook
Core Work ActivitiesIdentifies 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.
Leads the planning of offsite meetings, including selecting locations, organizing rooms, food and beverage selection, conference room needs, collateral and supplies, full logistics for meetings, and other duties for the meeting, while managing to a budget
Processes data promptly 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.
Sets priorities and establishes procedures for completing responsibilities. Communicates progress proactively to keep department leaders abreast of any developments or roadblocks.
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. Works with office management to ensure that brand items are shipped as needed and on time
Works with leaders on assessing needs for team meetings and offsites
Marriott International is an equal opportunity employer. We believe in hiring a diverse workforce and sustaining an inclusive, people-first culture. We are committed to non-discrimination on any protected basis, such as disability and veteran status, or any other basis covered under applicable law.

Marriott International is the world's largest hotel company, with more brands, more hotels and more opportunities for associates to grow and succeed. Be where you can do your best work,​ Begin your purpose, Belong to an amazing global​ team, and Become the best version of you.
Source: Hospitality Online

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