Sr Administrative Assistant - GT
Position Summary - 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. 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. 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, payroll, and invoices. 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. 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. 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 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. 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 Microsoft Office Education High school diploma/G.E.D. equivalent Related Work Experience At least 5 years of related work experience Supervisory Experience No supervisory experience is required Office-based schedule: Monday to Friday, 8:00 AM to 5:00 PM. Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.
