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Job Number 19165103
Job Category Administrative
Location Marriott International HQ, 10400 Fernwood Road, Bethesda, Maryland, United States VIEW ON MAP
Position Type Management
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The purpose of this role is to provide proactive administrative, event and travel planning, as well as project management support for the SVP Global Design Strategies and his team. This role is expected to partner with other administrative assistants within Global Design and Marriott International as a whole to ensure smooth daily operation – including meeting and travel planning, proactive calendar management, and help drive overall team morale. Global Design Strategies is a very fast-paced, highly dynamic department.
The administrative responsibilities for this role will encompass all facets of administrative support, e.g. proactive calendar management and travel planning (including international) updating organizational charts, processing invoices, managing office space, submitting monthly updates for senior leadership, completing expense reports, payroll and work readiness, etc. The event planning responsibilities for this role will vary but include the planning, agenda creation, content delivery and execution of department meetings, as well as various organization wide events.
The person in this position will need to have a passion for creativity and design, problem solving, organizational sense and savvy. Decision-making skills must be sharp due to the sensitivity, confidentiality and urgency of material. Positive attitude and communication skills are critical as the role’s effectiveness will be largely based on its ability to work within and across teams, often international, considering multiple time zones and cultural nuances as well as networking with key internal contacts, and coordinating efforts with external vendors. Constant re-prioritization of daily workload is paramount due to the nature of the Global Strategies team and the critical tasks that may occur unexpectedly.
Education and Experience
- 2-year degree from an accredited university in Business Administration, Hotel and Restaurant Management, or related major; 2 years’ experience as an administrative assistant or related professional area.
- Experience in hospitality industry preferred
- Knowledge of a full range of administrative processes typically gained through extensive years of experience
- Detailed knowledge of advanced functions of Microsoft Office, specifically Word, PowerPoint, Excel and Outlook. Knowledge of other software packages is helpful
- Be highly flexible and receptive to change – along with managing a fast-paced dynamic leader calendar
- Be able to work with considerable independence and keep sensitive information confidential
- Ability to prioritize work based on immediate business needs in a fast-paced environment
- Possess strong oral and written communication skills
- Possess excellent interpersonal skills – be able to collaborate effectively with others
- Must have ability to:
- Carry out oral and written instructions
- Make decisions independently
- Establish and maintain cooperative working relationships
- Prepare correspondence independently
- Must possess a ‘can do’ attitude.
- Knowledge of advanced functions of Microsoft Office applications, including Word, Excel, and PowerPoint. Additionally, a working knowledge of other business software packages like webinar software, Adobe Acrobat, Bluebeam.
- Ability to work independently and as part of a team, managing multiple assignments and deadlines simultaneously.
- Flexibility and adaptability to work in a busy, deadline-oriented environment
- Provides general administrative support for a team of 70 Global Design associates in a fast-paced, high-volume work environment.
- Provides specific administrative support for two Vice Presidents and two Senior Directors, assisting with travel arrangements, expense reports, occasional phone and email support, and related activities.
- Provides meeting scheduling and support, including internal and external coordination, agenda creation, catering, and meeting room / venue booking and contracts
- Creates or assists with the creation of digital presentations and content for meetings and department marketing efforts using PowerPoint.
- Acts as department archivist for shared digital resources (contact lists, photo libraries, files, etc.)
- Manages incoming and outgoing mail, packages, and design samples.
- Manages office supplies and shared department assets (iPads, printers, projectors, etc.)
- Collaborates as a member of a larger business support team, including operating as back-up for others.
- may be directed toward outside owners, customers or senior level executives. Typically drafts correspondence under own signature.
- Identifies 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.
- Schedules appointments and meetings or makes travel arrangements for department personnel, evaluating alternatives and making decisions regarding pricing and logistical issues.
- Processes data 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.
- Performs data entry into applications and a shared database and develops reports and spreadsheets as necessary.
- Presents information to a group.
- Sets priorities and establishes procedures for completing responsibilities.
- Delegate portions of work to others when appropriate.
- 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.
- Incumbent receives minimal supervision. Instructions are received at the beginning of complex projects and sensitive assignments and the resulting work is generally reviewed at completion. Some work may be distributed without review.
- Incumbent is responsible for setting priorities and establishing procedures for completing responsibilities. Incumbent may delegate portions of work to others. Incumbent is responsible for resolving and determining the urgency level of conflicting priorities. Incumbent is responsible for prioritizing 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.
- Advocates and demonstrates continuous improvement by adjusting to new ways as conditions
- and priorities change which may include learning new skills
- Takes initiative by being a part of the solution and assisting in the resolution of issues/problems resulting from change
- Able to work with different levels of management and management styles as needed in position
- Keeps work group informed, speaks and writes clearly and concisely
- Actively listens to others recommendations while seeking clarification and offering alternatives as appropriate
- Communicates in a timely, proactive manner, receives directions and feedback well
Job Related Business Focus
- Actions support key business values of customer service, associate satisfaction and financial success
- Demonstrates pleasant, helpful and accurate service to internal and external customers
- Respects fellow associates
- Efficiently purchases and utilizes resources to produce quality products
Planning & Organizing
- Sets priorities and establishes a realistic action plan while anticipating potential issues
- impacting the plan
- Develops and follows procedures for ensuring quality, is detail‐oriented, maximizes resources,
- meets deadlines, and follows through on assignments
- Identifies problems and seeks resolution through sound judgment and solid decision-making skills, where appropriate
- Directs problems to higher level or applicable department for resolution
- Works well in a team environment
- Acts as a liaison with other resources/departments as appropriate
- Gives recognition, collaborates and builds trust among others, treats people fairly, equally and respectfully, promotes celebration when appropriate
- Demonstrates requisite technical expertise as defined by the position.
- Demonstrates commitment and reliability in getting the job done efficiently, timely,
- professionally and accurately
- Balances multiple projects simultaneously and maintains the personal, technical and
- professional skills needed to perform job duties
- Consistently strives to improve these skills and represents staff and division positively