Executive Administrator, Corporate Marketing & Sales

Position Summary

Greet visitors to the M&S Executive Office, determine nature and purpose of visit, and direct/escort to destination. Processes incoming and outgoing mail, including date stamping and distribution. Open, read, and prepare answers to routine letters. Locate and attach appropriate files to incoming correspondence requiring replies. Take and distribute meeting minutes to appropriate individuals. Process M&S invoices and manage contract processing. Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc.

Transmit information or documents using a computer, mail, or facsimile machine. Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software. Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservations, and answer inquiries from guests. Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, calculator, and electronic peripherals.

Document and communicate all guest requests/complaints to appropriate personnel.

Assist with planning large corporate and/or field-based meetings and associated travel for executive leaders. Compile periodic business performance reports from multiple sources as requested. Provide organizational and administrative support to the Corporate Marketing & Sales leadership as required. Compile, copy, sort, and file records of departmental activities and business transactions. Prepare and submit expense reports, payroll, and invoices. Prepare and coordinate meeting and travel logistics as required.

Generally complete tasks independently with minimal direction from supervisor.

Follow all company policies and procedures, ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary information, and protect company assets. Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of other employees. Speak with others using clear and professional language and answer telephones using appropriate etiquette.

Welcome and acknowledge all guests according to company standards, anticipate and address guests' service needs, assist individuals with disabilities, and thank guests with genuine appreciation. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested by Supervisors.

Executive Officer Support

• Manage EVP, Sales & Marketing calendar and meeting schedule.
• Coordinate EVP's travel (i.e. booking travel and accommodations, preparing trip binders in collaboration with regional / site leadership, post-trip expense reporting etc.)
• Prepare and process expense reports in a timely manner,
• Coordinate complex schedules with other corporate/ regional stakeholders, including travel arrangements and logistics.
• Handle confidential information with professionalism and discretion
• Assist with the compilation and/ or preparation of routine reporting for EVP's review.
• Draft and edit emails, memos, presentations, and internal communications.
• Assist with the preparation and distribution of regional, brand, and/ or departmental communication.
• Liaise with the Senior Admin Assistant for effective leadership onboarding.
• Assist with the planning and coordination of meetings/ conferences.
• Attend meetings and conference calls as requested.
• Prepare for scheduled visitors, including arranging hoteling space and security passes as required.
• Assist with printing and document preparation.

Corporate M&S Team Support

• Perform administrative tasks as back up to the Senior Admin Assistant in support of the M&S leadership team as requested, e.g.:
• Assist with the preparation of meeting agendas and minutes.
• Help coordinate travel planning for M&S Executive.
• Support with purchase orders, and vendor contracts as required.
• Help coordinate shipment of supplies to remote staff and support internal logistics.

Policies and Procedures

• Maintain confidentiality of proprietary materials and information.
• Protect the privacy and security of guests and coworkers.
• Follow company and department policies and procedures.
• Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures.
• Perform other reasonable job duties as requested by Supervisors.

Guest Relations

• Address guests' service needs in a professional, positive, and timely manner.
• Actively listen and respond positively to guest questions, concerns, and requests using brand or property specific process (e.g., LEARN, PLEASED, Guest Response, LEAP) to resolve issues, delight, and build trust.
• Welcome and acknowledge each and every guest with a smile, eye contact, and a friendly verbal greeting, using the guest's name when possible.
• Anticipate…