Admin Assistant

POSITION SUMMARY 

Provides administrative and secretarial support to the RVP/VP Owner & Partner Relations and represents them and their roles and image in how she/he handles their work, communications by phone, letter and e-mail and regular visitors. 

SCOPE 

• Language Requirements: Language skills are crucial for this role, and we are hiring two individuals: one should be fluent in English, German, and Spanish, while the other must be fluent in English, German, and French; ideally, proficiency in Polish would be an additional asset.
• Travel Requirements: There is minimum business travel required. 

CANDIDATE PROFILE 

REQUIRED: 

• Previous administrative/secretarial experience is essential. 
• Preferably experience is gained working with a senior role or multiple stakeholders. 
• Preferably in a fast paced and multicultural environment. 

PREFERRED SKILLS AND KNOWLEDGE:

• Strong communication skills (verbal, listening, writing). 
• Advanced user of Outlook, Word, Excel, PowerPoint. 
• Power BI experience is a plus.
• Excellent typing speed and accuracy of spelling and grammar, layout and content formation essential. 
• Highly organized and efficient approach required. 
• Ability to manage varying needs and prioritizing to ensure best business results. 

 EDUCATION AND PROFESSIONAL CERTIFICATION: 

• High School Diploma or equivalent required; preferably around administration and secretarial qualifications.  

KEY RESPONSIBILITIES 

The following are specific responsibilities and contributions critical to the successful  performance of the position: 

Administration: 

• Preparing documents using Word, Excel and PowerPoint applications. 
• Should have a high and accurate dictation and typing speed. 
• Files and forward traces a variety of documents, appointments etc. 
• Prepares power point presentations for meetings.
• Processes incoming mail. 
• Screens telephone calls and visitors without appearing to block their open door policy approach. 
• Maintains office supplies for stakeholders. 
• Takes meeting minutes as requested. 
• Budget control: create purchase orders, log budget transactions, process department invoices, and reports monthly. 
• Maintains email distribution lists as appropriate. 

Co-ordination:

• Maintains, collates and distributes all relevant activity reports. 
• Coordinates venue, agendas and minutes for various meetings. 
• Coordinates travel and hotel accommodation arrangements as requested. 
• Sets up conference calls. 
• Maintains diaries and schedules appointments and meetings. 
• Responds to various requests for help and information. 
• Communicates with property associates to provide information and resolve challenges on behalf of those she/he reports to. 
• Coordinates and handles all related memberships and ensures they are current and traces renewals for re-evaluation. 

Other:

• Performs other related tasks as assigned by management and will be required to work in any location if those she/he reports to are required to work elsewhere. 
• Complies with Marriott International Hotels Limited Regional Office policies and procedures. 
• Strong communication skills. 
• Highly motivated and willing to work in a fast pace environment. 
• Ability to coordinate varying needs and prioritize to ensure best business results.

Marriott International is an equal opportunity employer. We believe in hiring a diverse workforce and sustaining an inclusive, people-first culture. We are committed to non-discrimination on any protected basis, such as disability and veteran status, or any other basis covered under applicable law.

Marriott International is the world’s largest hotel company, with more brands, more hotels and more opportunities for associates to grow and succeed. Be where you can do your best work,​ begin your purpose, belong to an amazing global​ team, and become the best version of you.