Executive Administrator, Corporate Marketing & Sales

Position Summary

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.

Expected Contributions

Executive Officer Support

• 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.

Corporate M&S Team Support

• 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.

Policies and Procedures

• 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.

• Perform other reasonable job duties as requested by Supervisors.

Guest Relations

• 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.

Communication

• 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.

Working with Others

• 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.

Physical Tasks

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, UPS, Cablegrams, Telex, Mailgrams, Telegrams, Voicemail certified, International, and Registered).

• Documentation/Reporting

• 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.

Computers/Software

• 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.

Office Equipment

• 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.

Communication

• 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.

Candidate Profile

Education

Bachelor's degree in business administration, or a related discipline, preferred or at least five years' post-study work experience.

High school diploma/G.E.D. equivalent required.

Experience

Minimum of three years of administrative or office coordination experience, ideally within the timeshare industry.

Skills/Attributes

• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams PowerPoint, SharePoint), working knowledge of Power BI an advantage.

• 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.

Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.