Administrative Manager, Executive Office

Position Summary

The Administrative Manager (“the Manager”) will provide high level administrative support to the Chief Executive Officer (CEO) and the President & Chief Operating Officer (COO), oversee the junior associate supporting these leaders, and partner with the C-suite Administrators to support Executive Committee (EC) members. This role functions as the operational support for c-Suite support and standardizing administrative services that support c-Suite, senior leaders and corporate operations.  The Manager is responsible for overseeing the administrative operations of the department, ensuring efficient and smooth business operations. This role includes managing assigned administrative staff, implementing policies and procedures, and coordinating with other departments to ensure operational efficiency.

Expected Contributions

Supervision of Administrative Support

The Manager serves in the lead capacity over administrative support activities and provides day-to-day oversight of an Administrative Assistant role supporting executive and senior leadership operations.

• Provide functional supervision, guidance, and prioritization of work for a junior Administrative Assistant responsible for calendar coordination, meeting scheduling, expense reporting, and general administrative execution.
• Oversee and ensure accuracy, timeliness, and quality of calendar management, meeting logistics, travel coordination, and expense report submission.
• Review and validate meeting materials, agendas, notes, and follow-up documentation to ensure executive-level standards.
• Establish and reinforce administrative best practices, workflows, and service standards.
• Serve as an escalation point for complex scheduling conflicts and sensitive communications.
• Provide coaching, feedback, and knowledge sharing to support performance and skill development.
• Coordinate workload distribution to ensure uninterrupted executive support.

Administrative Support for the CEO and President & COO

• Be the first point for contact, assisting with administrative and Tier 1 /BAU operational queries.
• Provide direct administrative support, including scheduling, email management, and document preparation.
• Supervision of the timely coordination of executive calendar and meeting management, travel arrangements, and special projects.
• Board and Annual Meetings / Board List / Timeline
  • Prepare and maintain Board and Annual Meeting Calendars.
  • Assist with the preparation of Board and Annual Meeting materials (agendas, pre-reads, minutes etc.).
  • Prepare and maintain Master Board List and Agenda.
• Meeting Management & Follow-Through
  • Own meetings / forums / conferences end-to-end: scheduling, managing tech logistics (Teams, Zoom, invites), room booking, conference call settings etc., prepping participants, and capturing actionable notes.  Prepare agenda, presentation, and minutes.
  • Meet with team members to discuss outstanding issues which need to be resolved.
  • Ensure next steps are clear, tracked, and completed.
• Prepare reports, presentations, and correspondence in English is required. Ability to create documents in Spanish will be an advantage. .
• Maintain confidentiality of sensitive company information and executive communications.
• Oversee and improve administrative processes to support company growth and operational efficiency.
• Support with budget tracking, expense reports, and vendor management when necessary.
• Communications development and distribution
  • Develop communications as required
  • Develop and publish field communication (email, news articles, presentations, Viva Engage posts, etc.)
• Act as a liaison between both CEO and President & COO and, the c-Suite, internal teams, clients, and external partners.
• Plan and execute company events.
• Act as a connector between team members, aligning communication and removing friction.
• Drive operational clarity across fast-paced, high-output environments.
• Travel may be required (approx. 5-10% annually and may be international depending on the project assigned.)

Executive Committee Team Support

• Perform administrative tasks as requested in support of the EC team on an as-needed basis.
• Attend meetings and conference calls as requested.
• Partner with relevant EAs on the preparation of meeting agendas and minutes.
• Assist with travel planning (i.e. booking airfare/accommodations, preparing trip binders and post-trip expense reporting).
• Assist with the preparation and distribution of EC, regional and/or brand communication.
• Assist with the compilation and/ or preparation of routine reporting for leadership review.
• Coordinate complex schedules with other corporate/ regional stakeholders.
• Oversee/Partner with appropriate corporate departments on the planning and coordination of EC meetings / conferences.

General Administrative & Project Support

The Manager operates as a junior-level project manager for executive-sponsored initiatives and cross-functional programs.  This role will:

• Handle logistics and organizational tasks that allow EC/leaders to focus on their core mission.
• Maintain timelines and progress tracking across business, creative, events and initiatives.
• Partner with the various Corporate COEs to ensure seamless daily and project operations.
• Synthesize fast-moving conversations into concise, actionable documents.
• Conduct research as required, delivering clear summaries and insights.
• Manage assigned projects from initiation through completion, including scope definition, timeline development, and task tracking.
• Develop and maintain project plans, milestones, and status reporting.
• Track action items, dependencies, and risks; proactively identify issues and recommend solutions.
• Facilitate project meetings, prepare agendas, and document decisions and next steps.
• Coordinate across departments and Centers of Excellence to align resources and execution.
• Prepare executive-ready briefing materials and translate strategy into actionable plans.
• Ensure project documentation is organized, current, and accessible.
• Drive accountability and follow-through across multiple workstreams.

Workflow Optimization

• Partner with Brand & Digital and Global Communications on the maintenance and/or development of TRIP Pages as required.
• Maintain computer- and paper-based filing and organization systems for records, reports, documents, etc
• Leverage AI-powered tools (e.g., CoPilot, ChatGPT) to summarize, organize, and speed execution.
• Identify opportunities to streamline processes and systematize repetitive tasks.
• Comply with quality assurance expectations and standards.       

Policies and Procedures

• Maintain confidentiality of proprietary company materials and information.
• Protect the privacy and security of guests and coworkers.
• Follow company and department policies and procedures.

Communication

• Discuss work topics, activities, or problems with co-workers, supervisors, or managers using proper discretion.
• 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 guests and co-workers using clear, appropriate and professional language.
• Talk with and listen to other employees to effectively exchange information.
• Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.
• Document all requests/complaints and communicate such to appropriate personnel for proper handling.

Working with Others

• Handle sensitive issues with employees and/or 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

• Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through personal contact, telephone, email, or fax.
• Physical capability to effectively use and operate various items of office-related equipment such as, but not limited to computers, computer software, calculator, copiers, and fax machine.

General Operations

• Handle incoming and outgoing correspondence; open, read, and prepare answers to routine communications sent to the CEO and the President & COO.
• Locate and attach appropriate files to incoming correspondence requiring Tier 2 replies.
• Create and maintain effective filing and organization systems for records, reports, documents, etc.
• Perform other reasonable job duties as requested by Supervisors.

Candidate Profile

Education

• Four-year Bachelor’s degree in Business Administration, Management, Communications or related field preferred but not required.

Experience

• Minimum of five (5) years in executive support, project coordination, or operations required.
• Prior experience in the timeshare industry strongly preferred but not required.
• Experience working with foreign markets is an advantage.

Skills & Attributes

• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams PowerPoint, SharePoint), working knowledge of Power BI an advantage.
• Proven ability to gather the required information to analyze trends and surface possible trends.
• Exceptional organizational, writing, and note-taking skills.
• Ability to handle confidential information with care and integrity.
• Strong organizational and project management skills with the ability to handle multiple tasks simultaneously.
• Proven ability to develop and maintain effective relationships with a broad group of stakeholders.
• Proven ability to consistently meet deadlines through effective multi-tasking and reprioritization of tasks.
• Excellent written and verbal communication skills.
• Ability to maintain professionalism, discretion, and confidentiality at all times.
• Strong problem-solving abilities and a proactive mindset.
• solutions. 
• Proven ability to recognize and provide the appropriate level of detail required by each stakeholder.
• Conceptual thinker.
• Strong desire to continuously learn and develop.
• Proven decision-making skills.
• Strong research and fact-checking skills.
• Language Skills: English Language proficiency in verbal communications, writing (including report writing), listening and applied reading.  Basic understanding of Spanish is an advantage.

Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.