Job Summary

Primary responsibility is to provide day-to-day administrative support to the Risk Management/Global Claims organization (including remote-based associates) in support of the department's objectives.  She/he will ensure proper communications, procedures, and processes are in place as well as provide administrative, financial, and project/process support.  Work involves developing alternatives and determining solutions for assignments, including those that may be unique and non-recurring.  Often the incumbent will be responsible for interpreting internal policies and procedures and will be viewed as a resource to others.  Work may involve handling confidential and sensitive material.

Core Work Activities

Administrative/Program & Process Management Responsibilities

• Acts as assistant to Vice President of Global Claims
• Composes all types of correspondence or documents, on behalf of the VP and/or the broader Global Claims team. Correspondence may be directed internally (broader organization, senior level executives) or externally. Prepares presentations on behalf of the VP and in support of other senior leaders on the Global Claims team.  Facilitates support and management of the department’s shared drives.
• Processes data through automated administrative systems using prescribed procedures and on a timely, accurate basis. This will include processing items such as expense reports, accounts payable, payroll and personnel data. Performs research and follow up necessary to solve problems encountered related to the processing of the administrative systems.
• Reviews departmental operating statements and supporting financial reports on behalf of department leads; identifies and resolves discrepancies; and prepares variance analyses to explain comparisons to budget and forecast. Assist in the development and forecasting of budget items. Run queries in the mHUB General Ledger system to research expenses incurred, and partner with Marriott Business Services (MBS) accounting team to record adjustments as needed.  Produce and distribute periodic financial reports to internal and external stakeholders as defined.
• Schedule appointments and meetings through Outlook on behalf of others.  Maintain calendars in Outlook, as required.
• Coordinates meetings and group events including reserving meeting rooms, equipment, and catering.
• Makes travel arrangements on behalf of others, as necessary, evaluating alternatives and making decisions regarding pricing and logistical issues. 
• Researches questions and problems regarding departmental or administrative policies, procedures, information or services, including questions, which are complex in nature. Research typically requires obtaining data from multiple sources.
• May identify areas where new administrative policies and procedures may be necessary within a department. The incumbent will initiate the project to develop the new policy or procedure.
• Perform office management responsibilities including but not limited to: onboard new associates and coordinate work exit for exiting associates; maintain Business Continuity emergency contact information; maintain Outlook distribution lists; maintain office supplies/inventory and order supplies and computer equipment/services in accordance with policies and procedures; maintain department fixed asset registers; maintain printers; address functionality issues with the appropriate technical team; ensure paper and toner supplies are adequate; maintain storage rooms, team rooms and filing cabinets in tidy and organized condition; maintain reservation books for conference rooms and conference telephone lines; work with Facilities/Telephone Ops when service is needed/issues are encountered; coordinate department technological supports.
• Answers department 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 alternatives to handle requests when the problems are not clearly identified or involve sensitive issues. Routinely responds back directly to the caller after performing research or follow up.
• Leads other Special Projects as assigned. 
• Supports the broader Risk Management department administrative functions as needed.

Candidate Profile

Education

• College degree preferred; 4 years’ experience as an administrative assistant or related professional area.

Typical Knowledge And Experience

• Position requires complete knowledge of a full range of administrative processes typically gained through extensive years of experience.  Experience supporting a large team and serving as an office manager, preferred.
• Position requires complete knowledge of the mission, functions, organizational structure, policies and procedures of department and division, and a general knowledge of those pertaining to the Company.  Incumbent is viewed as a resource to others concerning these areas.
• Position requires knowledge and proficient use of advanced functions of Microsoft Office (Outlook, Word, PowerPoint, and Excel) and requires a working knowledge of other business software packages.  
• Demonstrated ability to prioritize and manage multiple projects simultaneously.
• Knowledge of Marriott corporate culture, resources, and organizational structure, preferred.

Supervision Received

• Position receives minimal supervision.  Instructions are received at the beginning of complex projects and sensitive assignments and the resulting work is generally reviewed at completion.  Position has a high level of autonomy in the performance of its requirements.  Work may be distributed without review.
• Position is responsible for setting priorities and establishing procedures for completing responsibilities.  There may be significant variation in daily workload, requiring constant independent prioritization, including the need to resolve and determine the urgency level of conflicting priorities.
• Approach position responsibilities with a business lens and as a representative of Global Claims.

Qualifications

• Excellent oral and written communications skills; strong interpersonal skills
• Ability to develop and nurture relationships with internal and external customers
• Must demonstrate ability to work independently, using sound judgment in decision making and discretion when handling confidential matters
• Must be able to multi-task and manage work effectively during severe time constraints – ability to adapt to a changing and dynamic environment
• Must be organized, highly self-motivated, highly detail oriented, and attentive to deadlines
• Must be able to take direction from different leaders and prioritize work accordingly
• Must be proficient in various systems including Microsoft Office Suite of applications, Accounts Payable and General Ledger, OnDemand, ATLAS, Concur T&E are strongly preferred; strong aptitude to learn new software applications such as Microsoft Teams.
• Ability to work well with various stakeholders and peer group
• Ability to work effectively given the nature of our clients being in multiple countries and time zones (a global mindset)
• Previous experience as an administrative assistant for an executive and supporting multiple/large departments is strongly preferred