Executive Assistant Job Description
Marriott International, Inc. is based in Bethesda, Maryland, USA, and encompasses a portfolio of nearly 8,700 properties under 31 leading brands spanning 138 countries and territories. Its heritage can be traced to a root beer stand opened in Washington, D.C., in 1927 by J. Willard and Alice S. Marriott. Marriott International is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.
- Company: Marriott
- Location: Kenya
- State: Nairobi
- Job type: Full-Time
- Job category: Administrative/Secretarial Jobs in Kenya.
About Job
Executive Office Administration
Under the direction of the General Manager, work with the Heads of departments for each department , to include preparation and attendance at Management , Board Meetings, preparation of Board Meeting Agendas.
- Serve as liaison to the Association Governance team communications.
- Keep accurate paper and electronic records of legal history.
- Perform research and share knowledge regarding Association legal documentation such as the Hotel rules and regulations, declarations, and other documents.
- Track all VIP arrivals and departures and arrange welcome letters and amenities.
General Administration
- 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.
- Handle incoming and outgoing mail, including date stamping and distributing incoming .
Documentation/Reporting
- Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc.
Computers/Software
- Transmit information or documents using a computer.
- 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, reservation and answer inquiries from guests.
Office Equipment
- Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, calculator, and electronic peripherals.
- Transmit information or documents using mail, or facsimile machine.
Communication
- Document all member and guest requests/complaints and communicate such to appropriate personnel for proper handling.
- Receive persons entering the office by greeting them, determining nature and purpose of their visit, and directing or escorting them to specific destinations.
Guest Relations
- Address member’s/guests’ service needs in a professional, positive, and timely manner.
- Actively listen and respond positively to member/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 member/guest with a smile, eye contact, and a friendly verbal greeting, using the member’s/guest’s name when possible.
- Anticipate member’s/guests’ service needs, including asking questions of guests to better understand their needs and watching/listening to guest preferences and acting on them whenever possible.
- Thank members/guests with genuine appreciation and provide a fond farewell.
Communication
- Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one’s voice, using the callers’ name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.
- Speak to members/guests and co-workers using clear, appropriate and professional language.
- Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.
Working with Others
- Handle sensitive issues with employees and/guests with tact, respect, diplomacy, and confidentiality.
- Support all co-workers and treat them with dignity and respect.
- Develop and maintain positive and productive working relationships with other employees and departments.
- Partner with and assist others to promote an environment of teamwork and achieve common goals.
Physical Tasks
- Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance.
- Stand, sit, or walk for an extended period of time or for an entire work shift.
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.