Admin Assistant-Senior

Bethesda, MD
Jul 13, 2018
Jul 16, 2018
Full Time
Marriott International is the worlds largest hotel company, with more brands, more hotels and more opportunities for associates to grow and succeed. We believe a great career is a journey of discovery and exploration. So, we ask, where will your journey take you? JOB SUMMARY Primary responsibility is to provide day-to-day administrative support to the SVP, Global Compliance, Business Process, and Systems Management and his/her direct reports in support of the department's objectives. She/he will also provide general administrative support to the broader Global Compliance, Business Process, and Systems Management organization Job duties primarily focus on providing administrative support but could include project / process support for department initiatives (eg maintenance of database information). Work involves developing alternatives and determining solutions for assignments, including those that may be unique and non-recurring. Often the incumbent will be responsible for interpreting internal policies and procedures and will serve as a resource to others in the department. Work may involve handling confidential and sensitive material. CORE WORK ACTIVITIES Administrative/Program & Process Management Responsibilities Composes all types of correspondence or documents, many times on behalf of the SVP, VP's and/or the broader Global Compliance, Business Process, and Systems Management team. Correspondence may be directed internally (broader organization, senior level executives) or externally. Prepares presentations on behalf of the SVP and in support of other senior leaders on the Global Compliance, Business Process, and Systems Management team. Involved in consolidating, coordinating and posting information to overall department website, newsletters and other communications Perform office management responsibilities including but not limited to: onboarding new associates and coordinating work exit for exiting associates; maintaining Outlook distribution list for department; ordering department office supplies and computer equipment/services; maintaining printers and scanners; address functionality issues with the appropriate technical team; ensure paper and toner supplies are adequate; maintain storage rooms, team rooms and filing cabinets in tidy and organized condition; maintain reservation book for conference rooms; work with Facilities/Telephone Ops when service is needed/issues are encountered Manages calendar activities for Sr. Vice President and other team members, as appropriate and agreed to with team members Answers department telephone line(s); provides callers with responses to all types of requests, both routine and those requiring research and follow up; directs calls to the appropriate person or takes messages. Develops alternatives to handle requests when many times the problems are not clearly identified or involve sensitive issues. Routinely responds back directly to the caller after performing research or follow up. Processes data through automated administrative systems using prescribed procedures and in a timely basis. This will include processing items such as expense reports, accounts payable, payroll and personnel data. Performs research and follow up necessary to solve problems encountered related to the processing of the administrative systems. Reviews departmental operating statements and supporting financial reports in partnership with or on behalf of department heads. .. As necessary, researches and helps resolve discrepancies identified as a result of the operating statement review. Produces and distributes periodic financial reports to internal and external stakeholders as required by department heads. Coordinates meetings including meeting rooms, equipment and catering. Makes travel arrangements, as necessary, evaluating alternatives and making decisions regarding pricing and logistical issues. Researches questions and problems regarding departmental or administrative policies, procedures, information or services, including questions, which are complex in nature. Research typically requires obtaining data from multiple sources. May handle sensitive or confidential materials in the course of routine duties. May identify areas where new administrative policies and procedures may be necessary within a department. The incumbent will initiate the project to develop the new policy or procedure. May have responsibility for specific Global Compliance, Business Process, and Systems Management processes/systems which entails research and analytical responsibilities (eg Financial Business Applications Instructor-led Training process management, Global Finance Resource Pool asset management). Leads other Special Projects as assigned. CANDIDATE PROFILE Typical Knowledge and Experience: Position requires knowledge of a full range of administrative processes typically gained through extensive years of experience. Position requires knowledge of advanced functions of Microsoft Office (Word, Outlook, and PowerPoint) and requires a working knowledge of other business software packages, including spreadsheet and graphics packages. Demonstrated ability to prioritize and manage multiple projects simultaneously. Position requires complete knowledge of the mission, functions, organizational structure, policies and procedures of department and division and a general knowledge of those pertaining to the Company. Incumbent is viewed as a resource to others concerning these areas. Knowledge of Marriott corporate culture, resources, and organizational structure, preferred. Supervision Received: Position receives minimal supervision. Instructions are received at the beginning of complex projects and sensitive assignments and the resulting work is generally reviewed at completion. Position has a high-level of autonomy in the performance of its requirements. Work may be distributed without review. Position is responsible for setting priorities and establishing procedures for completing responsibilities. There may be significant variation in daily workload, requiring constant independent prioritization, including the need to resolve and determine the urgency level of conflicting priorities. Qualifications: Excellent oral and written communications skills; strong interpersonal skills Ability to develop and nurture relationships with internal and external customers Must demonstrate ability to work independently, using sound judgment in decision making and discretion when handling confidential matters Must be able to multi-task and manage work effectively during severe time constraints Must be organized, self-motivated, detail oriented, and attentive to deadlines Must be able to take direction from different leaders and prioritize work accordingly Must be proficient in Microsoft Office Application including Visio; proficiency in PeopleSoft Accounts Payable, OnDemand, Marrpay is strongly preferred Ability to work well with various stakeholders and peer group Ability to work effectively given the nature of our clients being in multiple countries and time zones (a global mindset) Previous experience as an administrative assistant for an executive and supporting multiple/large departments is strongly preferred Marriott International is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Marriott International does not discriminate on the basis of disability, veteran status or any other basis protected under federal, state or local laws.

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