The Administrative Assistant works closely with the EAM to perform routine clerical, administrative, and operative functions. The latter is called to handle very specific and confidential matters and is entrusted with maintaining confidentiality regarding all matters and information.

The Administrative Assistant operates under the direct supervision of the Executive Assistant Manager and executes confidential matters with professionalism.

CORE FUNCTIONS

• Answers departmental telephone line(s); provides callers with responses to requests involving departmental policies, procedures or programs; directs calls to the appropriate person or takes messages.  
• Performs research to address issues and less complex questions and responds back directly to the caller. Refers unique situations or problems that cannot be clearly identified to appropriate party. 
• Produces correspondence or documents composed by others, including presentations and reports with limited graphics. Process includes editing for grammar, punctuation and format.
• Processes data through a variety of administrative systems including expense reports, accounts payable, payroll, and personnel forms. 
• Performs data entry tasks using spreadsheet or database software. 
• Gather and share the Manager on Duty monthly schedule (MOD).
• Compile the Management team monthly Duty Roster and keep track of changes.
• Monitor the yearly Management Operations team Vacation Plan.
• Provide active support to other departments upon request by the Executive Assistant Manager.
• Compile departmental monthly reports and submit month-end reports to the EAM/GM.
• Type and print letters, memoranda, confidential reports, presentations, agendas for meetings, management correspondence, and other documents. Prepare, review, and distribute correspondence, reports, forms, memoranda, and documents.
• Prepare and hand over the list of all upcoming repeater guests and VIP guests arrival and departure to anticipate special treatments such as VIP welcome and farewell amenities, gifts, and personal cards.
• Plan, prepare, and coordinate with concerned departments the delivery of VIP welcome and farewell amenities, gifts, and personal cards.

SUPPORTIVE FUNCTIONS

• Upon completion of required training this position will be responsible for conducting adhoc quality audits as per brand standards and reporting same to EAM/ GM and/or Training & Quality Manager.
• This will require liaison with all departments within the resort and an accurate follow-through timeously to ensure all opportunities are maximised. 
• Under the direction of the EAM/GM, execute any internal communication projects within the resort, ensuring that the developments are communicated at every available opportunity.
• Provide day to day support TO EAM/GM in undertaking set tasks as directed liaising with other local Marriott properties as required. 
• Keep accurate records of all communication and ensure that all agreed deadlines are adhered to and all communication is a 5 star standard.

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES

• Must be proficient in writing, speaking and negotiating in local language, English/French and at least one additional language.

• Courteous & efficient telephone manner
• Excellent organizational/administrative skills with office management experience
• Ability to prioritize tasks & to manage workload using own initiative
• Ability to multi-task & work under pressure with limited resources
• Strong writing skills with excellent spelling & grammar
• Excellent computer skills - Knowledge of advanced functions of a word processing package and may require a working knowledge of other business software packages, including spreadsheet and graphics packages
• Ability to inspire confidence & gain credibility with senior management
• Ability to always maintain complete confidentiality
• High degree of personal loyalty & integrity
• Team player – with a sense of humor even in the face of adversity!

CRITICAL 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
• 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
• 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
• 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
• 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

Job Related Business Focus

Planning & Organizing

Problem Solving

Teamwork

Technical Expertise

• Demonstrates requisite technical expertise as defined by the position.
• Demonstrates commitment and reliability in getting the job done efficiently, timely,

Work Habits

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

QUALIFICATION STANDARDS

Education

• High school diploma or GED; 2 years’ experience as an administrative assistant or related professional area. OR
• 2-year degree from an accredited university in Business Administration, Hotel and Restaurant Management, or related major; 1 years’ experience as an administrative assistant or related professional area.