Administrative Assistant I in Orlando, FL at Holiday Inn Club Vacations

Date Posted: 8/7/2019

Job Snapshot

Job Description

 Holiday Inn Club Vacations look for individuals who excel in their role, and are committed to delivering an exceptional experience for our guests, owners, and team members.  We look for individuals who are passionate in life and bring those qualities to work every day. Do you instill confidence, trust, and respect, encourage success and build relationships?  We’re looking for people like this to join our friendly, engaged, professional team.               



This position will be responsible for providing support to the VP, Directors and Managers of the Information Technology Department. Duties include providing overall administrative support, handling general correspondence, processing payroll, reviewing and completing financial reports and presentations, processing invoices, purchase orders, and expense reports, and completing special projects as assigned.



  • Provide administrative support that may include, but is not limited to, calendar maintenance, correspondence, research, reports, presentations, and completing special projects as assigned, acting as liaison between Senior Management and staff to ensure tasks and projects are completed in a timely manner; Proofread and edit memos, presentations, business plans, and other correspondence; Assist with planning and organizing team activities and events, participating in proactive team efforts to achieve departmental and company goals.
  • Process and track invoices, purchase orders, and check requests as needed by the Senior Management team; Process employee travel & expense reports, cell phone reimbursements, and monthly credit card reports according to company policies and procedures.
  • Review financial reports on a monthly basis, check for accuracy, identify and research variances, and assist with rectifications; Track expenses, monitor variances and trends, and create quarterly reports; Monitor and track capital projects, including labor expenses and completion status, and communicate with project managers, leadership, and Financial Services team.
  • Process payroll and PTO requests, track FMLA reports, assist with payroll-related issues as needed; Manage department organizational charts and submit change requests to HR as needed by leadership.
  • Assist with orders and purchases for the team, including software, hardware, gifts/recognition for employees, staff uniforms, printed materials, and miscellaneous items as needed; Manage domain renewals and purchases; Assist with conference registrations and travel arrangements as requested by Senior Management.

Job Requirements

  • Must be able to collaborate and develop strong relationships
  • High School Diploma required
  • Associates Degree or higher preferred
  • Previous administrative experience preferred
  • Proficiency with Microsoft Office, including Word, Excel and PowerPoint
  • Advanced computer skills in Microsoft Office applications
  • Excellent verbal and written Communication skills



  • Continuous computer use
  • Professional demeanor and appearance
  • Ability to Multi-Task, prioritize and manage time effectively
  • Strong Interpersonal Skills 
  • Strong attention to detail
  • Ability to adapt in fast paced work environment



Schedules will vary depending on business needs, and may entail working nights, weekends and holidays. Must be flexible to work outside of departmental operating hours. Typical schedule is Monday – Friday, 8 am – 5 pm (40 hour work week) or as needed to accomplish special periodic scheduling needs.