Executive Secretary

Hospitality Provide administrative support to the Director of Shared Services and Director of Recruitment.  Responsible for calendar and schedule management, correspondence preparation, travel arrangements, as well as coordinating department projects when needed  by using a professional and high level of verbal and written skills so that projects and clients are treated professionally and in a timely manner. Will  handle all requests and responsibilities with a high degree of confidentiality. 

 

Major Duties and Responsibilities:
Coordinate various meetings, prepares agendas, arranges meeting logistics and coordinates projects needed through stellar verbal and written communications so that the credibility of the department is maintain at all times.
Handle extensive calendar and provide schedule management; managing the competing demands for scheduling of an executive’s calendar by being proactive and using Microsoft Outlook so that the  calendars and schedules are organized and up-to-date.
Manage extensive travel arrangements including, air, hotel, ground transportation, directions, and all other travel logistics as required by using the appropriate company vendors and programs and completing and submitting travel expense reports for reimbursement as well as reconcile the American Express Corporate Card accounts so that pricing consistency and accuracy is maintained.
Prepare and compose correspondence, documents, reports and presentations using proper English and grammar through appropriate computer software so that it reflects the professionalism and image of the department.
Coordinate special projects as requested by creating  maintaining and updating project timelines both timely,  professionally, and in advance when possible through consultation with key direct reports and managers regarding project tracking, deadlines, issues, and challenges.
Maintain and foster positive working relationships through maintaining a great attitude and professionalism with internal and external customers so that the department is thought of with high regard.
Organize and maintain file system, file correspondence off-site file system, storage and other records by filing accurately and timely so that it is kept current and has a consistent appearance.
Read and route incoming mail:  open, sort, respond, and disseminate to appropriate parties when necessary by becoming familiar with key clients, managers and other employees so that responses are accurate and timely.
Prepare, track and schedule PMP, Talent Reviews, and 360 Feedback for the Leader’s direct reports by using Starwood’s on-line system to ensure accurate and timely completion.
Manage, process, code, and track invoices for the appropriate departments by working with the departments and vendors needed to ensure proper management of allocated budgets and resources.
Assist in preparing workshops and focus group sessions through scheduling of dates and rooms as well as preparing guides and materials in an accurate and professional manner to ensure a professional and credible product.
Perform additional duties as required.



A minimum of an Associates Degree (AA) or equivalent from a two-year college or technical school and two years current experience supporting Senior levels or 5+ years related experience supporting  Senior levels  or equivalent combination of education and experience.

 

Previous experience working for multi-leaders in a fast paced environment helpful.