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Administrative Assistant II

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Administrative Assistant II

  • Central Location, Orlando, Florida, United States, 32821
  • Full Time
  • Wyndham Destinations

Put the World on Vacation

 

At Wyndham Destinations our mission is simple: to put the world on vacation. With a spirit of caring, creativity and fun, our teams help families and friends create memories that last a lifetime. As the world’s largest vacation ownership company and part of Travel + Leisure Co., we’re shaping the future of the travel industry.

Travel + Leisure Co. is currently seeking an  Administrative Assistant, the "right hand person" to the Vice President, Contact Center Operations for one of our business lines, Wyndham Destinations.

Summary:

The Administrative Assistant will assist the Vice President (VP) and the VP’s direct leadership team, located in our various office locations across the United States as well as the Philippines.

The environment is fun, friendly and also fast paced requiring the ability to remain focused and organized under pressure. The individual will exemplify our standards of service excellence, including a commitment to consistently demonstrate our "Hospitality with HEART!" philosophy. Our service-oriented "Hospitality with HEART!" culture encourages each associate to:

Hospitality - Treat everyone like family

Engagement - Deliver our purpose

Accountability - Own our impact

Respect – Consider others in every interaction

Teamwork - Succeed together

The Administrative Assistant must demonstrate a professional, positive and approachable demeanor and be comfortable working in a fast paced highly matrixed environment, where flexibility and adaptability are of the utmost importance. Must remain calm under pressure and remain focused and well organized. Will be required to collaborate and successfully partner with other department Administrative Assistants as necessary on various tasks and projects. He/She will organize and schedule meetings, capture meeting notes and follow-up items, create agendas and pre-meeting packets and may plan and manage large meetings and events throughout the year. May type, format and proofread a variety of materials including, but not limited to correspondence, memos, reports and organization charts.

The Administrative Assistant will prioritize and handle internal and external correspondence; maintain daily and long-term calendars by coordinating meetings and preparing any related materials; make travel arrangements; conduct research and prepare reports; oversee and keep track of projects; professionally screen incoming calls; handle all incoming and outgoing mail; and maintain all necessary files and reports. Supporting a senior leader within the T+L Co. Contact Center Operations organization requires the individual to demonstrate the ability to work under pressure, be flexible and adaptable in a multi-cultural and global environment, exercise proper discretion and judgement regarding business matters, and handle all confidential matters appropriately with tact and sensitivity.

Responsibilities:

  • Complete monthly expense reports - Verify all travel receipts and complete expense reports for final sign-off. Perform expense reconciliation as needed, communicating with numerous sources to solve disputed amounts in a timely manner

  • Coordinate travel arrangements, including travel itineraries and agendas. As needed, set up travel profiles using corporate travel program and coordinate travel options in coordination with corporate travel arrangements

  • Reconcile and coding of invoices

  • Support onboarding of new team members including equipment requests

  • Ensure all written communication with senior level executives are well written, grammatically correct and accurate 

  • Compose, draft and assist with PowerPoint presentations and various reporting needs with high degree of accuracy. Ability to format and navigate excel worksheets

  • Assist in preparation and organization of conferences, events, and various leadership/team meetings

  • Screen telephone calls and/or visitors, arrange meetings and conference calls

  • Organize and plan outlook calendars keeping leadership informed of changes when they occur

  • Ensure files, records and information are well organized while maintaining confidentiality at all times

  • Respond to emails from vendors, partners and senior leaders within the organization, associates, etc.

  • Coordinate team activities and events

  • Performs miscellaneous tasks, projects, and assignments as needed

Minimum Qualifications:

  • High school diploma or GED required; BA or BS degree preferred

  • IAAP (International Association of Administrative Professional) Certification, preferred

  • Three plus years of experience in a similar corporate executive administrative role supporting senior level leader as well as remote leaders/teams is preferred

  • Proven experience managing complex calendars, schedules and all appointments and other commitments, while being proactive with potential conflicts

  • Experience with arranging and booking domestic and international travel and managing expense reports

  • Hospitality, Travel or Customer Service oriented industry is preferred

  • Strong customer service and problem solving skills to interact with all levels – from first line employees to executives and customers

  • Excellent written and oral communications skills

  • Operate professionally and with a high degree of ethics; ability to maintain confidentiality at all times and without exception

  • Ability to read, listen and communicate effectively in writing, using correct grammar, spelling, and sentence structure

  • Ability to handle delicate and sensitive internal and external situations with empathy, patience, tact, and diplomacy

  • Strong follow through, prioritization and time management abilities

  • Open to sharing ideas and being creative

  • Ability to build relationships at all levels within the organization and successfully partner with the administrative and executive assistants across the organization

  • Flexibility to multi-task, while maintaining ability to be detail oriented

  • Professional demeanor to all those he/she comes in contact with (both inside and outside of the organization)

  • Ability to stand ground, while being approachable

  • The desire to perform tasks at a level that is better than expected

  • Intuitive and possess a quiet confidence

  • Must be capable of multi-tasking with ease in a fast paced environment

  • Fully proficient with Microsoft Office tools, e.g. Outlook, Word, Excel and some PowerPoint.

  • High level of comfort with learning new systems and tools. Experience with Concur, Workday and other various HR technologies is preferred.

A Place for Everyone

Hospitality is at the heart of all we do at Travel + Leisure Co., including how we treat each member of our growing community. Here, you’ll find a team that’s inclusive, values diversity, and is built on a foundational respect for people from all over the world.

We are an equal opportunity employer, and all applicants will be considered for employment without attention to their membership in any protected class. If you require any reasonable accommodation to complete your application or any part of the recruiting process, please email your request to mycareer@wyn.com, including the title and the location of the position for which you are applying.

Job Requisition: R-32460

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