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Senior Admin Assistant - W Hotels

Expired Job

Marriott International New York , NY 10007

Posted 2 months ago

Marriott International is the world's 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

The purpose of this role is to provide administrative support for the Vice President, & Global Brand Leader, W Hotels. This role is expected to partner with other administrative assistants within Brand Marketing and Global Marketing to ensure seamless team comradery, smooth daily operation including invoice processing and calendar management, and help drive overall team morale. The Brand Management team is a very fast-paced, highly-dynamic department.

The administrative responsibilities for this role will include all facets of administrative support, e.g., managing calendars, scheduling meetings, making travel arrangements, flagging email, preparing documentation, supporting work readiness, etc. The person in this position will need to have organizational sense and savvy that will enable him/her to determine and maintain the sensitivity, confidentiality and urgency of material. Decision-making skills have to be sharp due to the complexity and sensitivity of the issues this assistant will be directly handling.

This role will provide organizational and planning support across the W Brand team and as such an understanding of lifestyle marketing and branding is very helpful. Knowledge of lifestyle trends, F&B destinations and marketing programming for a millennial mindset are needed to be able to fully support the team in event production, meeting planning and workflow management.

Communications skills are critical as the role's effectiveness will be largely based on its ability to work within and across teams, network with key internal contacts, and coordinate efforts with external vendors on behalf of management. This position requires the ability to use discretion when dealing with project issues and tasks that are of a highly sensitive and confidential matter. The ability to re-prioritize the workload for a given day is paramount due to the nature of the Brand Management team and the sensitivity of tasks that may occur unexpectedly.

CANDIDATE PROFILE

Education and Experience

  • High school diploma or GED; 5 years' experience as an administrative assistant or related professional area.

OR

  • 4-year degree from an accredited university, Hotel and Restaurant Management focus preferred.

Required Skills

  • Highly organized and able to manage the workflow and deadlines of a very dynamic brand team often juggling many projects at once.

  • 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 changing 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 Digital 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

  • Event management

CORE WORK ACTIVITIES

Administrative

  • Answers departmental 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 alternative methods to handle requests and address ambiguous issues. Routinely responds back directly to the caller after performing research or follow-up.

  • Composes all types of correspondence or documents, many times on behalf of the supervisor. Correspondence may be directed toward outside owners, customers or senior level executives. Typically drafts correspondence under own signature.

  • Support team in building PPT decks, proposal documents and recap decks for W Brand initiatives

  • Manage and draft internal communications tools such as monthly newsletters

  • Reconciles departmental expense accounts as reflected on the distribution summary or operating statement; identifies discrepancies and prepares variance analyses to explain comparisons to last year's results or the current year budget. May assist in the development and forecasting of budget items.

  • Schedules appointments and meetings or makes travel arrangements for department personnel, evaluating alternatives and making decisions regarding pricing and logistical issues.

  • Assists in planning larger scale meetings outside the office, including selecting locations, organizing rooms, food and beverage selection, conference room needs, collateral and supplies, full logistics for meetings, and other duties for the meeting, while managing to a budget

  • 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 a mainframe application and develops databases or 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.

  • Works with office management to ensure that brand items are shipped as needed and on time

  • Works with coordinator on assessing needs for team meetings and offsites

  • Helps with file transfers across the team

  • Becomes a brand ambassador learning brand history, brand culture, tone of voice and style guidelines

Supervision Received

  • 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.

CRITICAL COMPETENICES

Adaptability

  • 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

Communication

  • 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 detailoriented, maximizes resources, meets deadlines, and follows through on assignments

Problem Solving

  • 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

Teamwork

  • 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

Technical Expertise

  • Demonstrates requisite technical expertise as defined by the position.

Work Habits

  • 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

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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Senior Admin Assistant - W Hotels

Expired Job

Marriott International