What are the responsibilities and job description for the Administrative Asst -NFSM position at Hilton Grand Vacations?
The Regional Administrative Assistant provides high-level administrative, financial, and operational support to the Atlantic, Great Lakes, and Tennessee regional team. This role ensures efficient day‑to‑day operations by managing schedules, processing financial tasks, supporting regional events, and serving as a key communication point for internal and external partners. The position requires excellent organization, attention to detail, professionalism, and strong communication skills. Travel is a requirement this this role including events, meetings, and/or site visits.Â
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We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.Â
We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.Â
- Review and prepare daily and weekly schedules for the leadership team.
- Serve as the first point of contact for all locations regarding general inquiries and employment‑related requests.
- Coordinate and schedule meetings, compile notes, and distribute materials to ensure transparency and follow‑through.
- Complete requested reports for the executive team, including trend analysis and leadership reporting.
- Maintain and organize documentation for LSR/CSRS, Coding Requests, Business Plans, and Appropriation Requests.
- And other tasks/responsibilities required to support the Business Unit.
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Financial Operations
- Prepare and execute timely and accurate payment of accounts payable for the AGT Region, including payment tracking.
- Perform monthly financial reporting, ensuring accuracy and timely submission prior to leadership review.
- Process contest payouts for all regional areas, ensuring accurate postings and on‑time disbursement.
- Calculate miscellaneous accruals to support accurate financial reporting.
- Submit reimbursement requests and ensure correct coding for financial impacts.
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Travel, Event, & Logistics Coordination
- Arrange travel needs and logistics for recruits and staff, including airfare and lodging.
- Support regional Owner events, working closely with Sales and Marketing teams.
- Partner with vendors to secure lodging, event spaces, and related services.
- Organize contest needs, professional materials, and promotional items.
- Create weekly orders to maintain sufficient quantities of supplies, ensuring correct disbursement and inventory control.
- Track and manage collateral for Sales & Marketing Operations, ensuring items are ordered, stocked, and stored in compliance with guidelines.
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Compliance & Operational Support
- Assist with Site Level audits and ensure all required policies and procedures are followed.
- Support Business Unit or Concierge reporting requirements from leadership.
- Guide and track approvals through National Sales and Legal for new programs or existing program updates.
- Ensure Customer Information Security policies are enforced, monitored, and adhered to, including matters involving travel.
What we are looking for:
- Strong organizational and time‑management skills with the ability to handle multiple priorities.
- Experience in administrative support, financial processing, or regional operations preferred.
- Excellent verbal and written communication abilities.
- Proficiency in Microsoft Excel, Microsoft Power Point and other standard business applications.
- Ability to maintain confidentiality and exercise sound judgment.
- Willingness and ability to travel within the region as required.