Note: The job is a remote job and is open to candidates in USA. Marriott Vacations Worldwide is a hospitality company that is seeking an Executive Administrator for their Corporate Marketing & Sales division. The role involves providing administrative support to executive leaders, managing schedules, coordinating travel, and ensuring smooth office operations.
Responsibilities
- Greet visitors to the M&S Executive Office, determine nature and purpose of visit, and direct/escort to destination
- Processes incoming and outgoing mail, including date stamping and distribution
- Open, read, and prepare answers to routine letters
- Locate and attach appropriate files to incoming correspondence requiring replies
- Take and distribute meeting minutes to appropriate individuals
- Process M&S invoices and manage contract processing
- Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc
- Transmit information or documents using a computer, mail, or facsimile machine
- Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software
- Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservations, and answer inquiries from guests
- Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, calculator, and electronic peripherals
- Document and communicate all guest requests/complaints to appropriate personnel
- Assist with planning large corporate and/ or field-based meetings and associated travel for executive leaders
- Compile periodic business performance reports from multiple sources as requested
- Provide organizational and administrative support to the Corporate Marketing & Sales leadership as required
- Compile, copy, sort, and file records of departmental activities and business transactions
- Prepare and submit expense reports, payroll, and invoices
- Prepare and coordinate meeting and travel logistics as required
- Generally complete tasks independently with minimal direction from supervisor
- Follow all company policies and procedures, ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary information, and protect company assets
- 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
- Speak with others using clear and professional language and answer telephones using appropriate etiquette
- Welcome and acknowledge all guests according to company standards, anticipate and address guests’ service needs, assist individuals with disabilities, and thank guests with genuine appreciation
- Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance
- Perform other reasonable job duties as requested by Supervisors
- Manage EVP, Sales & Marketing calendar and meeting schedule
- Coordinate EVP’s travel (i.e. booking travel and accommodations, preparing trip binders in collaboration with regional / site leadership, post-trip expense reporting etc.)
- Prepare and process expense reports in a timely manner
- Coordinate complex schedules with other corporate/ regional stakeholders, including travel arrangements and logistics
- Handle confidential information with professionalism and discretion
- Assist with the compilation and/ or preparation of routine reporting for EVP’s review
- Draft and edit emails, memos, presentations, and internal communications
- Assist with the preparation and distribution of regional, brand, and/ or departmental communication
- Liaise with the Senior Admin Assistant for effective leadership onboarding
- Assist with the planning and coordination of meetings/ conferences
- Attend meetings and conference calls as requested
- Prepare for scheduled visitors, including arranging hoteling space and security passes as required
- Assist with printing and document preparation
- Perform administrative tasks as back up to the Senior Admin Assistant in support of the M&S leadership team as requested, e.g.:
- Assist with the preparation of meeting agendas and minutes
- Help coordinate travel planning for M&S Executive
- Support with purchase orders, and vendor contracts as required
- Help coordinate shipment of supplies to remote staff and support internal logistics
- Maintain confidentiality of proprietary materials and information
- Protect the privacy and security of guests and coworkers
- Follow company and department policies and procedures
- Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures
- Address guests' service needs in a professional, positive, and timely manner
- Actively listen and respond positively to guest questions, concerns, and requests using brand or property specific process (e.g., LEARN, PLEASED, Guest Response, LEAP) to resolve issues, delight, and build trust
- Welcome and acknowledge each and every guest with a smile, eye contact, and a friendly verbal greeting, using the guest's name when possible
- Anticipate guests' service needs, including asking questions of guests to better understand their needs and watching/listening to guest preferences and acting on them whenever possible
- Thank guests with genuine appreciation and provide a fond farewell
- 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
- 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 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
- Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance
- Open, read, and prepare answers to routine letters
- Locate and attach appropriate files to incoming correspondence requiring replies
- Take and distribute meeting minutes to appropriate individuals
- Handle incoming and outgoing mail, including date stamping and distributing incoming mail (e.g., overnight mail, delivery/messenger services, First Class, Federal Express, UPS, Cablegrams, Telex, Mailgrams, Telegrams, Voicemail certified, International, and Registered)
- Assist with executive travel planning and post-trip expense reports
- Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc
- Assist with planning large corporate or field-based meetings and associated travel for executive leaders
- Assist with compiling periodic business performance reports as requested
- Transmit information or documents using a computer
- Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software
- Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservation and answer inquiries from guests
- Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, calculator, and electronic peripherals
- Transmit information or documents using mail, or facsimile machine
- Document all guest requests/complaints and communicate such to appropriate personnel for proper handling
- Greet visitors to the M&S Executive Office and direct or escort them to specific destinations
Skills
- High school diploma/G.E.D. equivalent required
- Minimum of three years of administrative or office coordination experience, ideally within the timeshare industry
- Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams PowerPoint, SharePoint)
- Demonstrates a professional demeanor, is well-organized, an innovative thinker, and has strong attention to detail
- Excellent organizational and time management skills to manage multiple tasks, projects, and juggle priorities
- Strong problem-solving abilities and a proactive mindset
- Excellent interpersonal skills to engage with cross-functional teams, customers, field leaders, and senior leaders to achieve set goals
- Ability to work flexibly and effectively with others (team player)
- Capability to manage multiple priorities and commitments concurrently
- Proven ability to recognize and provide the appropriate level of detail required by each stakeholder
- Ability to follow procedures accurately and consistently
- Demonstrated critical thinking skills
- Excellent verbal and written communication skills
- Bachelor's degree in business administration, or a related discipline, preferred or at least five years' post-study work experience
- Working knowledge of Power BI an advantage
Company Overview