Sr Administrative Assistant, Corporate Resort Operations

About the role

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.

Responsibilities

• Perform administrative tasks to support the Corporate RO leadership team as requested.
• Aid in 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).
• Aid in the preparation and distribution of division, regional, brand, and/or departmental communications.
• Aid in 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.
• Cook up 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.
• Communicate with others using clear and professional language, and interact 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.

Requirements

• At least five years’ experience; or bachelors’ degree.
• Demonstrated experience supporting a team of senior-level leaders.
• Demonstrated ability in planning, organizing and implementing small projects.
• Demonstrated experience with using Microsoft Office Tools especially SharePoint to develop and host RO resources, and be able to train/engage business clients with the use of these tools.

Qualifications

• Possesses a professional presence and demeanor.
• Proven ability to function as a team player who works with a high degree of independence and credibility, and successfully partners with professionals with different work styles and needs.
• Strong organizational, planning, administrative, multi-tasking, prioritization, and problem-solving skills.
• Strong partnership and collaboration skills, with the ability to interface with senior business leaders and collaborate to resolve issues, and influence without position authority.
• Strong communication skills with the ability to respond clearly, succinctly and promptly.
• Delivers results under difficult conditions and demonstrates balanced judgment under pressure; persistent – drives ideas.
• Makes decisions in a timely manner but also knows when to seek direction/approval on essential matters, yet work with minimum supervision, using professional judgment and diplomacy.
• Must be able to meet deadlines and able to follow through on action lists and priorities with attention to deadlines and details.
• Possesses high degree of integrity in dealing with sensitive and confidential information.
• Ability to work under pressure in a positive professional manner and to adapt to change.
• Flexibility, adaptability, and the capability to manage and prioritize multiple and conflicting priorities and tasks and keep track of information.
• Integrates and balances priorities and tasks.

Skills

• Possesses a professional presence and demeanor.
• Proven ability to function as a team player who works with a high degree of independence and credibility, and successfully partners with professionals with different work styles and needs.
• Strong organizational, planning, administrative, multi-tasking, prioritization, and problem-solving skills.
• Strong partnership and collaboration skills, with the ability to interface with senior business leaders and collaborate to resolve issues, and influence without position authority.
• Strong communication skills with the ability to respond clearly, succinctly and promptly.
• Delivers results under difficult conditions and demonstrates balanced judgment under pressure; persistent – drives ideas.
• Makes decisions in a timely manner but also knows when to seek direction/approval on essential matters, yet work with minimum supervision, using professional judgment and diplomacy.
• Must be able to meet deadlines and able to follow through on action lists and priorities with attention to deadlines and details.
• Possesses high degree of integrity in dealing with sensitive and confidential information.
• Ability to work under pressure in a positive professional manner and to adapt to change.
• Flexibility, adaptability, and the capability to manage and prioritize multiple and conflicting priorities and tasks and keep track of information.
• Integrates and balances priorities and tasks.