Administrative Assistant

The Administrative Assistant will report to the Vice President - HR. Provides administrative and secretarial support to the above positions 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., The Administrative Assistant provides support to the Vice President - HR. Location requirements: The Administrative Assistant is to be located at the London office.

• Language Requirements: High proficiency (speaking, reading and writing) in English


• Travel Requirements: There is minimum business travel required., The following are specific responsibilities and contributions critical to the successful performance of the position:


Administration:

• Needs to be extremely efficient and professionally skilled in:


• 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.


• Managing and processing expenses.


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., Performs other related tasks as assigned by management and will be required to work in any London location required if those, she/he reports to are required to work elsewhere.


• Complies with Marriott International Hotels Limited Regional Office policies and procedures.


• Working hours as required to do your job but normally not less than Monday- Friday each week other than public holidays and hours will be no less than 9am-6pm.


• Strong communication skills.


• Highly motivated and willing to work in a fast-paced environment.


• Ability to coordinate varying needs and prioritize to ensure best business results.
  
  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.


• 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.
  
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