Administrative Assistant II

Job Summary

Candidate Profile

Education And Experience Preferred

• High School Diploma or equivalent
• Previous hotel experience helpful
• Administrative Assistant experience
• Proficiency in speaking and writing in English language 

Core Work Activities

• Schedules appointments and meetings or makes travel arrangements for department personnel, evaluating alternatives and making decisions regarding pricing and logistical issues.
• Research 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.
• 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. 
• 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.
• Works with leaders on assessing needs for team meetings and offsites. 

• Orders supplies, as well as processes orders for hardware and software when needed 
• Handles account tracking and quarterly GSO reporting 
• Professionally handles account team member, customer, and other internal stakeholder requests
• Assists in coordinating managers’ schedules and travel arrangements
• Compiles data and creates reports from Marriott internal data sources, such as:

        o MRDW

        o Credit card spending analysis

        o Property direct reporting

        o MarRFP database

        o Tableau

• Participates in account team’s activities by:

        o Coordinating of conference calls

        o Taking minutes on calls

        o Assisting in planning of group activities (including account team meetings)

        o Overseeing compilation of account profile and “Tool Kit”

        o Keeping managers’ mailing lists and account team rosters current 

• Processes expense reports
• Conducts other administrative support responsibilities as directed by supervisor

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.

Management 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 detail‐oriented, 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