Position Summary
The Administrative Assistant will have a dual reporting line to the Senior Director Engineering, EMEA and the Senior Director DGE & Rooms, EMEA. This role provides comprehensive administrative and secretarial support to both leaders and represents them professionally in communication by phone, email, written correspondence, and in-person meetings.
Key Responsibilities
Administration
1. Prepare documents using Microsoft Word, Excel, and PowerPoint.
2. Perform touch typing with high speed and accuracy.
3. Format and edit emails, reports, and presentations.
4. Organize and maintain files and systems on SharePoint and MS Teams.
5. Maintain internal websites for Engineering and DGE & Rooms teams.
6. Conduct market research to support key projects.
7. Track team to-do’s and partner with colleagues to ensure timely completion.
8. Create purchase orders, log transactions, process invoices, and manage monthly reporting.
9. Screen incoming calls and visitors while maintaining an open and professional approach.
10. Manage incoming email.
11. Maintain office supplies.
12. Manage and update email distribution lists as needed.
Coordination
13. Plan in-person workshops: select host hotels, manage quotes, arrange F&B, and process charges.
14. Schedule meetings, coordinate agendas and minutes (both virtual and in-person).
15. Coordinate travel and accommodation arrangements.
16. Support project management for key initiatives and timelines.
17. Maintain calendars and schedule meetings.
18. Liaise with regional leaders and hotel teams to address challenges and provide information.
19. Handle memberships and renewal processes.
20. Collate and distribute team activity reports.
21. Respond to internal and external requests for assistance and information.
Other Duties
22. Proactively suggest improvements to current processes.
23. Learn and understand software/tools used by Engineering and Rooms teams.
24. Work with hotel data to support performance understanding.
25. Perform other duties as assigned.
26. Comply with Marriott International regional office policies and procedures.
27. Standard working hours are Monday to Friday, 9:00am to 6:00pm, excluding public holidays.
Candidate Profile
Required Experience
28. Prior administrative/secretarial experience is essential.
29. Experience supporting senior roles or multiple stakeholders preferred.
30. Ideally experienced in fast-paced, multicultural environments.
Preferred Skills and Knowledge
31. Excellent communication skills in English (spoken and written); additional languages are a plus.
32. Advanced proficiency in Microsoft Teams, Outlook, Word, Excel, and PowerPoint.
33. Strong typing, spelling, grammar, and document layout skills.
34. Highly organized, efficient, and able to manage multiple priorities.
35. Flexible, self-motivated, and results-driven.
Education and Certification
36. High School Diploma or equivalent required.
37. Qualifications in administration or secretarial studies preferred.
At Marriott International, we are dedicated to being an equal opportunity employer, welcoming all and providing access to opportunity. We actively foster an environment where the unique backgrounds of our associates are valued and celebrated. Our greatest strength lies in the rich blend of culture, talent, and experiences of our associates. We are committed to non-discrimination on any protected basis, including disability, veteran status, or other basis protected by applicable law.