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Travel + Leisure Co. · 21 hours ago

Executive Assistant

Greater Orlando

Full-time

Onsite

Mid Level

4+ years exp

Travel + Leisure Co. is seeking an Executive Assistant to support senior leaders in their Owner Services & Club Management department. The role involves managing calendars, organizing meetings, handling travel arrangements, and ensuring effective communication within the team.

HospitalityTour OperatorTravel

Hiring Manager

Widner A.

Responsibilities

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

Prioritize and handle internal and external correspondence; maintain daily and long-term 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

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

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

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

Ordering and distributing hardware and supplies to broader teams as needed, as well as service and facilities requests

Assist with new team member onboarding, and tracking and planning for special team member events and milestones

Qualification

Calendar managementTravel arrangementsMicrosoft OfficeIAAP CertificationCustomer serviceProblem-solvingCommunication skillsOrganizational skillsTime managementTeam collaborationConfidentiality

Required

High school diploma or GED required

4+ years administrative experience required

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 problem-solving 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

Must be able to express authority and see that duties are carried out properly

Need to be able to work independently, motivate others and meet deadlines

Strong follow through, prioritization and time management abilities

Must be very organized, able to multi-task and able to effectively manage time

Open to sharing ideas and being creative

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

Preferred

Some college preferred

Experience supporting senior executives in Hospitality, Travel or Customer Service oriented industry preferred

IAAP (International Association of Administrative Professional) Certification, preferred

Experience with Concur, PeopleSoft, Workday and other various finance and HR technologies is preferred

Company

Travel + Leisure Co.

Travel + Leisure Co., the world's leading vacation ownership and membership travel company, provides more than six million vacations to travelers every year.

Founded in 2006

Orlando, Florida, USA

10001+ employees