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• Coordinate and establish, in conjunction with the Sr. Vice President/Vice President of Resort Operations and/or Director of Resorts, all Board of Directors and HOA communications including, but not limited to, timely mailings of financials, next mailings and both annual and board meeting packets.  Ensure all time-sensitive materials are distributed within timelines as determined within HOA governing documents.
• Create either directly or by interacting with other departments the board meeting packets distributed to the BOD in both electronic and paper format, as required.
• Retrieving documents by all means, primarily via email, proofing, formatting, printing and mailing/emailing minutes, recap reports, agendas and correspondence, arranging conference calls and multiple varied tasks as requested.
• Custodian of the Board of Directors and Association minute books including organization, filing, and updating.  Maintaining and updating all BOD meeting dates lists.
• Transcribe minutes provided by the Sr. Vice President/Vice President of Resort Operations and/or the Director of Resorts (or other VRI staff member(s)) attending the BOD and/or HOA meeting and distribute according to the schedule in the VRI Corporate Systems and Procedures and maintain minute books ensuring that all minutes are approved and signed by Board secretary.
• Notify keeper of records of any updates to BOD Contact Sheets and once received, update resort specific notes.  Compiling and distribution of new Board member packages for newly elected/appointed Board members. 
• Assist the Receptionist/Clerk with Collection, documenting and tabulating all association proxies for election of Board Members and/or any voting issue.
• Travel as determined necessary to any annual or other meeting to provide check-in services and tabulate on-site voting results, as well as provide support and customer service.
• Assist in booking travel and / or accommodations as needed for Sr. Vice President/Vice President of Resort Operations and/or Director of Resorts as well as for board members.  Ensure all on-site meetings are planned appropriately, including meeting space, catering, AV and any other needs as requested.
• Maintains newsletter schedule which includes a list of items to be included in each HOA newsletter or mailing and coordinates the timely mailings of same.
• Ensure HOA website is kept up to date, including posting approved minutes, audits, meeting notices and any other documents as requested by a BOD or Sr. Vice President/Vice President of Resort Operations and/or Director of Resorts by submitting Jira tickets.

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• Create as needed, submit via Jira and follow through to ensure various kinds of eblasts are distributed to the appropriate parties.
• Receives telephone calls and intercepts mail and/or faxes on behalf of the Sr. Vice President/Vice President of Resort Operations and/or Director of Resorts as needed in their absence from the office.
• Maintains and tracks assignments and tasks for Directors and VP’s of Resort Operations.
• Organize and maintain any HOA assigned projects as needed.
• Performs other duties related to the position, or requested by the Vice President of Administration, Sr. Vice President/Vice President of Resort Operations or Director of Resorts.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is regularly required to stand, use hands, talk, hear, taste and smell.  The employee is frequently required to reach with hands and arms.  The employee is occasionally required to walk, sit, stand, stoop, kneel, crouch or crawl.  Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles and risk of radiation.  The work environment is that of a typical office with a moderate noise level.  This noise level is created by light foot traffic and office equipment noise such as computers, printers, calculators, phones, etc.

Personal Characteristics:

High energy level, comfortable performing multifaceted projects in conjunction with normal activities.  Must be well organized, pays attention to detail and an excellent multitasker.  Advocates team support.  Ability to get along with diverse personalities – tactful, mature, responsible.

Qualifications:

High School graduate, and a combination of education and experience displaying excellent typing and transcribing skills (55 wpm), with word processing background; and courses taken, or experience, in Journalism, English, or Communications desirable; good organization skills including filing, basic math, with some accounting desirable, and good time management abilities; and computer knowledge a must. Fluency in both written and verbal English.  Able to operate and navigate the internet and have computer literacy in all Microsoft Windows based programs.

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