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

Date Posted: 1/9/2020

Job Snapshot

Job Description

At Holiday Inn Club Vacations we believe in strengthening families.  We look for individuals who exhibit the Courage, Caring and Creativity to help us be the most loved brand in family travel.  We are committed to growing our people, growing our members, growing guest love and growing our resorts. We look for individuals who are passionate in life and bring those qualities to work every day. We’re looking for people like this to join our friendly, engaged, professional team.

POSITION DESCRIPTION:

The Executive Assistant will provide support to the Chief Financial Officer, the Chief Talent Officer,the Chief Brand & Innovation Officer, General Counsel and other executives team members as needed, by providing administrative functions that require a thorough knowledge of company policies and procedures. He/she provides support and maintains positive relations with other Executive Officers and their teams. The Executive Assistant exercises initiative and independent judgment in managing the the schedule of the Executive Suite’s Members, and the office’s daily activities. He/she uses discretion in the dissemination of information. The incumbent will prioritize and manage multiple projects simultaneously while meeting the deadlines. The Executive Assistant will be expected to be proactive, to demonstrate exemplary organization and system skills, and to be an effective and clear communicator both in written and verbal communications, and operate with a high level of professionalism and discretion. The Executive Assistant will design and develop comprehensive presentations for executive level meetings.


ESSENTIAL DUTIES AND TASKS:   

  • Maintaining the day to day administrative affairs of the office. Providing the Executive Suite’s Members with background information and/or supporting documents and presentations in preparation for scheduled appointments, meetings, speaking engagements, conferences, interviews, etc.
  • Assist with preparation of presentations, spreadsheets, and creation and updates of for all Company’s org charts. 
  • Facilitating the success of events hosted by the Executive Suite’s Members, by scheduling events with the appropriate departments, advising/contacting participants or invited guests, preparing agendas or programs, and arranging for audiovisual or technical support using independent judgment.
  • Coordinating international and domestic travel arrangements and expense reconciliation, screening calls and correspondence for the Executive Suite’s Members with strict confidentiality.

 

Job Requirements

  • High School diploma or equivalent required. Associates or Bachelor’s Degree in Business Administration desired.
  • Minimum five years experience as an executive assistant or other relevant administrative support experience.
  • Experience supporting Executive/”C” level personnel preferred.
  • Strong presentation designing and development skills utilizing Microsoft Office PowerPoint and/or Apple iWork Keynote.
  • Experience with Corporate systems such as: Concur Travel and Expense system, collaboration sites (SharePoint), financial/procurement systems.


QUALIFICATIONS

  • Outstanding communication skills with business partners, vendors and coworkers and including the ability to communicate effective and remain calm and courteous under pressure.
  • Sophisticated and engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and demonstrate a positive and energetic demeanor.
  • Excellent organizational skills and strong attention to detail, and the ability to multi-task and prioritize projects with minimal supervision.
  • Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
  • Advance computer skills and in-depth understanding, including, but not limited to: Word, PowerPoint, Excel, Access, Visio, and Outlook.  Keynotes and other creative suite products a plus.
  • Maintains workflow under pressure in a fast-paced, high-profile work environment.  Provides systematic and dependable follow up as well as a high level of organization and preparedness.