Executive Assistant
Executive Assistant
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1 Vacancy
Job Description
We Put the World on Vacation
Travel Leisure Co. is the worlds leading vacation ownership and travel membership company with a dynamic and growing portfolio of resort travel club and lifestyle travel brands. Our dedicated associates help the company achieve its mission to put the world on vacation. Innovation and growth keep our work interesting and fun. Every day is a chance to learn something new and turn vacation inspiration into exceptional experiences for millions of travelers worldwide.The Executive Assistant will act as onsite support for the 4 executive leaders that make up the Brand Digital Communications and Partnerships Department. The environment is fun friendly and also fast paced requiring the ability to remain focused and organized under pressure. Attention to detail quick and efficient responses diplomacy excellent communication skills and problemsolving skills are all required for success in this job.
Demonstrating a professional positive and approachable demeanor this position must be comfortable working in a fast paced highly matrixed environment. Will be required to collaborate and successfully partner with other department Assistants as necessary on various tasks and projects. He/She will organize and schedule meetings capture meeting notes and followup items create agendas and premeeting packets and may plan and manage large meetings and events throughout the year.
This position will prioritize and handle internal and external correspondence; maintain daily and longterm calendars; make travel arrangements; handle expense reports; ordering and distributing of supplies; process code and track invoices; conduct research and prepare reports and PowerPoint presentations; oversee and keep track of projects; support onboarding of new team members; professionally screen incoming calls and emails; handle all mail; and maintain all necessary files and reports. Supporting various senior leaders within the TL Co. organization requires the individual to demonstrate the ability to work under pressure be flexible and adaptable in a multicultural and global environment exercise proper discretion and judgement regarding business matters and handle all confidential matters appropriately with tact and sensitivity.
How Youll Shine:
- Meetings: Calendar management based on preferred style of involvement from each executive including development and collection of meeting agendas distribution of materials securing conference space and appropriate technology catering and event support and welcoming of outside guests.
- Travel & Expenses: Coding processing and tracking of invoices and expenses across varies accounts. Where preferred by each executive book travel and prepare reconcile and review expense reports monthly following corporate deadlines. Manage purchasing card expenses and reports for non travel related departmental expenses.
- Communications: As needed support with projects communications and presentations. Compose draft and assist with PowerPoint presentations Word documents and various reporting needs with high degree of accuracy. Ability to format and navigate excel worksheets and PowerPoint presentations.
- Supplies: Ordering and distributing hardware and supplies to broader teams as needed as well as service and facilities requests.
- Team: Assist with new team member onboarding and tracking and planning for special team member events and milestones.
What Youll Bring:
- High school diploma or GED required
- Some college preferred
- IAAP (International Association of Administrative Professional) Certification 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.
- Comprehension of product knowledge and budgeting process is helpful.
- Ability to read listen and communicate effectively orally and in writing using correct grammar spelling and sentence structure.
- Strong customer service and problemsolving skills to interact with all levels from first line employees to executives and customers some of whom will require high level of patience tact and diplomacy.
- Ability to build relationships at all levels within the organization and successfully partner with the administrative and executive assistants across the organization.
- Ability to handle delicate and sensitive internal and external situations with empathy patience tact and diplomacy.
- Provide accurate timely data to management and maintain proper paper trails.
- Should be able to take control of various situations independently as they arise.
- Must be able to express authority and see that duties are carried out properly.
- Intuitive and possess a quiet confidence.
- Need to be able to work independently motivate others and meet deadlines.
- Desire to perform tasks at a level that is better than expected.
- Strong follow through prioritization and time management abilities.
- Must be very organized able to multitask and able to effectively manage time.
- Open to sharing ideas and being creative.
- Must be objective by evaluating situations vs. reacting.
- Must be professional and possess a high level of confidentiality.
- Fully proficient with Microsoft Office tools e.g. Outlook Word Excel and PowerPoint.
- High level of comfort with learning new systems and tools. Experience with Concur PeopleSoft Workday and other various finance and HR technologies is preferred.
- 4 years administrative experience required
- Experience supporting senior executives in Hospitality Travel or Customer Service oriented industry preferred
Experience equivalent to the education requirement may be accepted in lieu of the education requirement.
How Youll Be Rewarded:
We offer a diverse range of comprehensive health and welfare benefits to associates who work 30 or more hours per week to meet your needs and support you throughout your career with us. Travel Leisure Co. benefits include:
Note: Temporary and/or seasonal associates are ineligible for Paid Time Off.
- Medical
- Dental
- Vision
- Flexible spending accounts
- Life and accident coverage
- Disability
- Depending on position paid time off parental leave and holidays (speak to your recruiter for additional information)
- Wish day paid time to volunteer at an approved organization of your choice
- 401k with employer match (subject to eligibility requirements including tenure speak to your recruiter for additional information)
- Legal and identify theft plan
- Voluntary income protection benefits
- Wellness program (subject to provider availability)
- Employee Assistance Program
Where Memories Start with You
Hospitality is at the heart of all we do at Travel Leisure Co. Here youll find an inclusive environment where we deliver excellence and take time to have fun celebrate together and support one another. Were always looking ahead to whats next and how we can strengthen our business its neighboring communities and the customer experience. Join our global team and build a career where memories start with you.
We are an equal opportunity employer and all applications 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 including the title and location of the position for which you are applying.
Employment Type
Full-Time
