Administrative Assistant, Commercial, EMEA in London

A detail-oriented, proactive, organised and highly motivated person desiring to gain an entry into the commercial world of the world's leading hotel company. The Administrative Assistant will support 3 Commercial VPs, with a direct reporting line to the VP Marketing EMEA. The position requires someone who is always thinking one step ahead and who is both efficient and thorough.

The role has two primary responsibilities:

• Providing administrative support to the VP Marketing EMEA, plus two additional VP Level commercial leaders.
• Providing support and project management for key projects with the leaders' teams.

Expected Contribution

• Administration: Microsoft 365 expertise: advanced use of Outlook, Teams, Word, Excel, PowerPoint, OneDrive, SharePoint, and Forms for efficient workflow and collaboration.
• Diary & time management: complex diary management across global time zones, prioritisation of competing demands, and proactive forward planning.
• Meeting & event preparation: scheduling, agenda creation, preparing materials, managing Teams/VC links, room bookings, and ensuring smooth hybrid meeting experiences.
• Travel & expense coordination: end to end travel planning, visa requirements, itinerary creation, and processing business expenses via systems such as Concur.
• Inbox & communication support: monitoring, triaging, drafting emails, and managing incoming queries while ensuring an approachable, open door support style.
• Operations & logistics: handling incoming mail, maintaining office supplies, and ensuring seamless day to day office functioning for stakeholders.
• Documentation & minute taking: capturing accurate meeting minutes and maintaining well structured documentation for easy retrieval.
• List and data management: maintaining email distribution lists, shared folders, contact directories, and records across systems.
• Systems and platforms: confident working with organisational systems such as Concur, PeopleSoft, intranet tools, and financial or reporting platforms.

Coordination:

• Collate and distribute reports: ensure all relevant activity reports are gathered, organised, and shared on time as required.
• Meeting coordination: manage venues, logistics, agendas, minutes, and follow ups for recurring and ad hoc meetings.
• Travel & accommodation arrangements: organise flights, hotels, transfers, and itineraries for individuals and teams.
• Technology coordination: set up Teams calls, webinars, hybrid meetings, and troubleshoot minor technical issues.
• Diary and schedule management: oversee appointments, buffer times, and strategic scheduling for leaders.
• Handling information requests: respond promptly and professionally to requests for information, support, or guidance.
• Stakeholder liaison: communicate with internal and external partners to resolve queries on behalf of leaders.
• Membership & subscription management: maintain professional memberships, track renewal cycles, and provide recommendations for continuation.
• Shared resource management: maintain shared folder systems, collaborative workspaces, and group documentation.
• Content & brand support: assist with photography or image searches, source branded merchandise, giveaways, and promotional items.

Candidate Profile

• Required: Previous administrative experience is essential. Preferably experience gained through working with a senior-level leader and/or multiple stakeholders. Preferably in a fast-paced and multicultural environment.
• Skills & Knowledge: Strong communication skills (verbal, listening, writing). Advanced user of Outlook, Word, Excel, PowerPoint. Excellent typing speed and accuracy of spelling and grammar, layout and content formation essential. Highly organized, detail-oriented, deadline-driven, resourceful and efficient approach required. Ability to manage varying needs and prioritising to ensure best business results. Ability to maintain and treat confidential information with discretion at all times.
• Education and Professional Certification: High School Diploma or equivalent required.
• Skills & Competencies: Attention to Detail: Ensures accuracy in reporting and compliance with financial processes. Organisational Skills: Manages multiple tasks and deadlines effectively. Technical Proficiency: Microsoft365; experience with financial systems (e.g., SAP, Oracle) is an advantage. Communication: Clear and professional communication with internal teams and external vendors. Problem-Solving: Ability to identify issues and propose practical solutions. Team Collaboration: Works effectively within a team and supports colleagues as needed. Knowledge of commercial, and marketing processes and terminology is a plus.

At Marriott International, we are dedicated to being an equal opportunity employer, welcoming all and providing access to opportunity. We actively foster an environment where the unique backgrounds of our associates are valued and celebrated. Our greatest strength lies in the rich blend of culture, talent, and experiences of our associates. We are committed to non-discrimination on any protected basis, including disability, veteran status, or other basis protected by applicable law. Marriott International is the world's largest hotel company, with more brands, more hotels and more opportunities for associates to grow and succeed. Be where you can do your best work, begin your purpose, belong to an amazing global team, and become the best version of you.