Administrative Assistant Job at Travel + Leisure Co. in Orlando

Travel + Leisure Co. is currently seeking an Administrative Assistant, the "right hand person" to support multiple Vice Presidents various lines of business.

The Administrative Assistant will act as on-site support for several Vice Presidents (VP) and the VP’s direct leadership team, located in our various office locations across the United States.

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. 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. They 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, including all team summit planning/coordinating. 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; make travel arrangements; conduct research and prepare reports; oversee and keep track of projects; professionally screen incoming calls; handle all mail; and maintain all necessary files and reports. Supporting various senior leaders within the T+L Co. 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.

How You’ll Shine

• 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

What You’ll Bring

• 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
• PeopleSoft knowledge 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 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.