Senior Administrative Assistant

Office Equipment Transmit information and communications using mail or scanner. Operate standard office equipment other than computers such as telephone, scanner, photocopier, calculator, and electronic peripherals.

Responsibilities

• Perform administrative functions in support of achieving the department's objectives.
• Enter and retrieve information contained in databases using standard computer equipment and technology to update records, files, reservations, meetings, and answer inquiries from internal and external callers.
• Operate standard office equipment.
• Prepare letters, memos, and other documents accurately and completely in a timely manner.
• Review documents, including proofreading and editing written information to ensure accuracy and completeness.
• Handle incoming and outgoing mail, including date stamping and distribution.
• Create and maintain 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.
• 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.
• Expected Contributions 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.
• 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 the 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, 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 (e.g., copying and distributing materials, arranging room set-up, food, and beverages).
• Prepare and edit presentations, agendas, memos/letters, spreadsheets, press kits, and other business documents.
• Take notes during and prepare minutes from meetings.
• 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.
• Enter and retrieve information contained in databases using standard computer equipment and technology to update records, files, reservations, and answer inquiries from customers.
• Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
• 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.

Requirements

• High school diploma/G.E.D. equivalent
• At least 5 years of related work experience
• Detail Orientated, Customer Service Focus, Advanced Communication Skills, Multi-Tasking, Time Management Planning and Organizing: Problem Solving, Decision Making, Positive Demeanor Technical Skills: Microsoft Office Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.