Administrative Specialist

Senior Administrative Assistant, Corporate Resort Operations

The Senior Administrative Assistant, Corporate Resort Operations (the "Assistant") is the first point of contact to meet and/or greet visitors entering the Corporate Resort Operations (RO) workspace. The Assistant will determine the nature and purpose of visit, and direct/escort visitors to their destination following standard HQ security protocols and provide organizational and administrative support to the Corporate RO leadership, and its team members.

This will include but not limited to core administrative responsibilities such as preparing letters, memos, and other documents using e-mail, word processing, spreadsheet, database, or presentation software. Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness. Process incoming and outgoing mail, including date stamping and distribution. Locate and attach appropriate files to incoming correspondence requiring replies. Take and distribute meeting minutes to appropriate individuals and follow up on open matters as appropriate. Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc. Compile, copy, sort, and file records of departmental activities and business transactions in computer databases to maintain records, files, reservations, meetings etc. Address inquiries from internal and external callers etc. via telephone and in person. Prepare and submit expense reports and Corporate RO invoices, and support with third party vendor processing. 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. Welcomes and acknowledges all visitors according to company standards, anticipates and address guests' service needs. Communicates with others using clear and professional language, and interacts using appropriate etiquette. Develop and maintain positive working relationships and support the team to reach common goals. Identify, recommend, develop, and implement new ways to increase organizational efficiency, productivity, quality, safety, and/or cost-savings. Report accidents, injuries, and unsafe work conditions to leaders and complete safety training and certifications to ensure personal and team safety. Perform other reasonable job duties as requested by Supervisors.

This position reports into the Senior Vice President, Resort Operations Americas and is based onsite at the MVW Headquarters in Orlando, Florida.

Duties / Responsibilities

• Perform administrative tasks to support the Corporate RO leadership team as requested.
• Assist with the planning and coordination of meetings/conferences, including but not limited to:
• the preparation of meeting agendas and minutes,
• travel planning (i.e. booking airfare/accommodation/connections etc, preparing trip binders and post-trip expense reporting).
• Assist with the preparation and distribution of division, regional, brand, and/ or departmental communications
• Assist with the compilation and/ or preparation of routine reporting for leadership review
• Liaise with corporate and field teams as required to coordinate complex schedules with other corporate/division/ regional stakeholders
• Coordinate meetings and any associated travel needs for the leadership team as assigned.
• Attend meetings and conference calls as requested.
• Liaise with leaders to facilitate the seamless onboarding of new Corporate RO associates, including the sourcing of Day 1 welcome packets, office/equipment ordering and set up, travel, accommodation, or the shipment of equipment to remote staff and support all internal logistics during the onboarding process.
• Processes Accounts Payable invoices and work closely with M&S Finance partners as required.
• Liaise with internal and external parties to manage the contract processing for the team.
• Anticipate needs of the leadership team, including asking questions to better understand their schedules and business plans and acting on them whenever possible.

Business Relationships

• Develop and manage strong relationships with MVW internal key stakeholders and RO Field Leaders.
• Coordinates and participates in meetings to ensure consistency of message and maintain efficient, effective lines of communication documenting meeting action items.
• Welcomes (* Manages) internal and external guests.
• For projects assigned, acts as the point of contact and communicates status of to all participants.

Office Guest Relations

• Receive visitors entering the Corporate RO area by greeting them, determining nature and purpose of their visit, and directing or escorting them to specific destinations.
• Address visitor / 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, etc.) 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 needs; ask questions to better understand and act on them whenever possible.
• Thank visitors / guests with genuine appreciation and provide a fond farewell.

Policies and Procedures

• Maintain confidentiality of proprietary materials and information.
• Follow company and department policies and procedures.
• Protect the privacy and security of employees and coworkers.
• Research questions and problems and make recommendations for resolution.
• Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.
• Perform other reasonable job duties as requested.

Administration

• Answer phone calls and record messages.
• Create and type office correspondence using computer.
• Create and maintain filing systems.
• 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, and arrange meeting materials and supplies (e.g., copying and distributing materials, arranging room set-up and necessary food and beverage).
• Prepare and edit presentations, agendas, memos/letters, spreadsheets, press kits and other business documents.
• Take notes during and prepare minutes from meetings.

Communication

• Communicate with co-workers and visitors using clear, appropriate, and professional language.
• Answer telephones using appropriate etiquette including answering the phone within three 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.
• Talk with and listen to other employees to effectively exchange information.
• Discuss work topics, activities, or problems with coworkers, supervisors, or managers discreetly and quietly, avoiding public areas of the property.
• Prepare and review written communications (e.g., emails, memos, documents), including proofreading and editing written information to ensure accuracy, completeness, and timeliness.
• Document any requests/complaints and communicate such to appropriate personnel for proper handling.

Working with Others

• Support all co-workers and treat them with dignity and respect.
• Handle sensitive issues with employees with tact, respect, diplomacy, and confidentiality.
• Develop and maintain positive and productive working relationships with other employees and departments.
• Actively listen to and consider the concerns of other employees, responding appropriately and effectively.
• Partner with, assist others to promote an environment of teamwork and achieve common goals.
• Proactively assist other employees to ensure proper coverage and service.

Physical Tasks

• Enter and locate work-related information using computers.
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance.

General Administration

• 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,