Administrative Services, Global Travel
Responsibilities:
- Monitor SVP mailbox bringing critical/time sensitive matters to SVP’s immediate attention and responding to emails on SVP behalf
- Devise organizational procedures for incoming and sent emails: evaluate, prioritize, create necessary folders and files; use recognizable search terms to locate emails. Evaluate mail and assign to folders for SVP review
- Ensure completion of project and action requests from SVP to GT staff members
- Manage dynamic calendar. Arrange internal meetings, conference calls, vendor appointments, events and other ad hoc situations that arise from email communications
- Liaise with C-Level office staff to assist with executive travel and concerns as they arise
- Maintain supplier/vendor database of contracts and agreements to ensure timely renewals and advise of relevant expiration dates
- Coordinate and book business travel for SVP
- Prepare expense reports for SVP, maintain organization of receipts, attendees, business purpose
- Manage office operations: review staff calendars (appointments and PTO), liaise with building services and IT support as needed
Requirements:
- 5 years of experience providing support at the executive level; travel industry experience is highly desirable
- Exemplary computer skills and in-depth knowledge of relevant software such as MS Office Suite (Outlook, Excel, Word and PowerPoint)
- Knowledge of standard office administrative practices
- Ability to multi-task in a high volume, fast-paced work environment and prioritize tasks
- Excellent communication skills, both written and oral; ability to interface with C-level execs and vendors
- Problem solving skills; keen judgment and decision-making ability; sense of urgency
- Proactive nature-can anticipate needs of SVP
- Ability to be discrete and handle confidential information
- Strong attention to detail and accuracy
- Flexibility in tasks, hours worked (expected OT on short notice) and ability to come into the office and/or work from home as needed
Compensation:
Req# VIAJP00001105
