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Additional Information Supporting Facilities Services by Marriott (FSxM)

Job Number 23200600

Job Category Administrative

Location SSCEEA Shared Svc Cluster Eng East, 7750 Wisconsin Avenue, Bethesda, Maryland, United States

Schedule Full-Time

Located Remotely? Y

Relocation? N

Position Type Management

JOB SUMMARY

As a member of the Americas Engineering team, the Sr. Admin Assistant will report to the Director, Engineering & Facilities Services and perform administrative, project-oriented functions & financial tracking in order to achieve department objectives. As a member of the Americas Engineering organization he/she will answer questions in regard to discipline specific projects, while serving as the subject matter expert for the programs being administered.

CANDIDATE PROFILE

Education and Experience Preferred

• High school diploma or GED; 4 years’ experience as a program specialist or related professional area

OR

• 2-year degree from an accredited university in Business Administration, Hotel and Restaurant Management, or related major; 2 years’ experience as a program specialist or related professional area.

Other Preferred Skills

• Communicates in a timely, proactive manner

• Strong communication skills – both written and verbal

• Strong working knowledge of key database systems and Microsoft Office (including Outlook, Excel, PowerPoint and Word)

• Ability to work independently with minimal supervision

• Excellent technical, organizational and project management skills; ability to handle any diverse project simultaneously

• Knowledge of Marriott systems preferred (mHUB, PeopleSoft AP, SharePoint)

• Experience in Smartsheet preferred

• Ability to build strong relationships and work collaboratively in a team environment

• Aptitude for learning new programs and processes related to the success of the departments goals.

• Maintains confidentiality and proprietary information of associates and hotels

• Knowledge of producing financial reports and spreadsheets; therefore accounting or finance knowledge gained thorough work experience or course study would be beneficial.

• Ability to work well under pressure

• Excellent oral and written communications skills; strong interpersonal skills

• Ability to develop and nurture relationships with internal and external customers

• Must demonstrate ability to work independently, using sound judgment in decision making and discretion when handling confidential matters

• Must be able to multi-task and manage work effectively during severe time constraints

• Must be organized, self-motivated, detail oriented, attentive to deadlines and a team player

• Must be proficient in Microsoft Office Applications; proficiency in PeopleSoft, OnDemand, Marrpay and Visio is strongly preferred

CORE WORK ACTIVITIES

• Independently performs research and analysis needed to address any questions or issues and presents information to an individual or group.

• Supports special Engineering Projects

• Provides technical interpretation of the program/plan documents.

• Enhances the effective execution of Engineering business priorities across the organization by facilitating communication and collaboration of efforts.

• Manages the technology needs of the America’s Engineering and Facilities Services teams inclusive of computer, phone, office equipment ordering and asset tracking.

• Develops and maintains tracking/reporting systems; utilizing spreadsheets, databases or other software applications

• Processes data related to the administration of the programs through an automated system.

• Educates on the administrative procedures surrounding the program(s) and researches and responds to all questions regarding the program(s) including frequently asked questions or nonrecurring issues.

• Manages internal communications as required by various projects and composes correspondence or documents pertaining to the program(s) being administered including unique information pertaining to a specific situation. (i.e. Newsletters, Bulletins, Webinars)

• Assists in coordination and execution of various efforts related to industry conferences and discipline-specific meetings and events; rooming lists, registration, exhibiting, and events hosted by department.

• Monitors many aspects of the departmental budgets and reporting, including monthly reconciling of departmental expense accounts and department budget versus actual as reflected on the distribution summary and identifying discrepancies.

• Processes data through a variety of administrative systems including expense reports and accounts payable.

• Processes invoices, maintaining tracking of processing status and payments.

• Schedules appointments and meetings or makes travel arrangements for department personnel, evaluating alternatives and making decisions regarding pricing and logistical issues.

• Acts as discipline champion for BLT and GxP processes. Identifies trends and patterns to Senior Leaders.

• Leverages cross-discipline resources (markets, regions, etc.)

• Processes data through an automated administrative system. This will include processing items such as expense reports, accounts payable, payroll and personnel data. Performs research and follow‑up necessary to solve problems encountered related to the processing of the administrative systems.

• Researches questions and problems regarding departmental or administrative policies, procedures, information or services, including questions which are complex in nature. Research typically requires obtaining data from multiple sources. Will have responsibility for a specific departmental process/system which entails research and analytical responsibilities (e.g., managing communications site, preparation of dept. organization chart, etc.).

• Reconciles departmental expense accounts as reflected on the distribution summary or operating statement; identifies discrepancies; and prepares variance analyses to explain comparisons to last year's results or the current year budget. Assist in the development and forecasting of budget items. Produce and distribute periodic CLS reports to internal and external stakeholders.

• Develops databases and/or spreadsheets, and PowerPoint presentations.

• Performs other duties as assigned.

• Approx 10% travel

Supervision Received

• Incumbent receives general supervision. Instructions are received at the beginning of complex projects and sensitive assignments and the resulting work is generally reviewed at completion. Incumbent has a high level of autonomy when handling requirements of their position.

• Incumbent is responsible for setting priorities and establishing procedures for completing responsibilities. There may be significant variation in daily workload which requires constant, independent prioritization.

• Advocates and demonstrates continuous improvement by adjusting to new ways as conditionsand priorities change which may include learning new skills

CRITICAL COMPETENICES

Adaptability

• 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

Job Related Business Focus

• 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

Planning & Organizing

• 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

Problem Solving

• 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

Teamwork

• 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

Technical Expertise

• Demonstrates requisite technical expertise as defined by the position.

• Highly proficient level performance with Microsoft applications (Excel, Access, PowerPoint). Ability to work in multiple database applications.

• Knowledge and experience of Smartsheet preferred.

Work Habits

• Demonstrates commitment and reliability in getting the job done efficiently, timely, 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

California Applicants Only: The pay range for this position is $23.29 to $47.59 per hour.

Colorado Applicants Only: The hourly pay range for this position is $23.29 to $43.22.

New York Applicants Only: The pay range for this position is $23.29 to $47.59 per hour.

Washington Applicants Only: The hourly pay range for this position is $23.29 to $47.59. In addition, the position is eligible for an annual bonus. Employees will accrue 0.04616 PTO balance for every hour worked and eligible to receive minimum of 7 holidays annually.

All locations offer coverage for medical, dental, vision, health care flexible spending account, dependent care flexible spending account, life insurance, disability insurance, accident insurance, adoption expense reimbursements, paid parental leave, educational assistance, 401(k) plan, stock purchase plan, discounts at Marriott properties, commuter benefits, employee assistance plan, and childcare discounts. Benefits are subject to terms and conditions, which may include rules regarding eligibility, enrollment, waiting period, contribution, benefit limits, election changes, benefit exclusions, and others.

Marriott International is an equal opportunity employer. We believe in hiring a diverse workforce and sustaining an inclusive, people-first culture. We are committed to non-discrimination on any protected basis, such as disability and veteran status, or any other basis covered under applicable law.

Marriott International is the world’s largest hotel company, with more brands, more hotels and more opportunities for associates to grow and succeed. Be where you can do your best work,​ begin your purpose, belong to an amazing global​ team, and become the best version of you.