What are the responsibilities and job description for the Executive Assistant position at Internova Travel Group?
Overview
The Executive Assistant plays a critical role in supporting executive leadership within Global Travel Collection. This role involves providing comprehensive administrative and assistance to ensure the smooth functioning of GTC’s executive team. The Executive Assistant service as a trusted partner to the executives, handling a wide range of tasks with professionalism, confidentiality and efficiency.
Responsibilities
- Calendar Management: Coordinate and manage calendars, including arranging meetings, appointments and conference calls. Proactively, prioritize and handle scheduling conflicts, ensuring the executive’s time is optimized.
- Travel Arrangements: Partner with the Employee Travel team to organize and coordinate travel arrangements. This includes flights, accommodations, transportation, possible restaurant reservations and itineraries while considering any special preferences or requirements. Add all travel arrangements to executive calendars.
- Expense Management: Prepare and submit expense reports through Concur expense management tool. Gather receipts and required documentation ensuring expense reports are detailed, accurate and timely.
- Meeting Support & Coordination: Organize various meetings, team offsites and corporate events. Prepare meeting materials, agendas and presentations. May attend meetings to document, summarize and follow up on action items as necessary.
- Document Preparation: Creating reports, presentations, memos and other miscellaneous documents
- Data & Information Management: Handle sensitive and confidential information with the utmost discretion. Maintain records, databases etc. ensuring they are up-to-date and easily accessible.
- Communication: Act as a point of contact between executive and internal/external stakeholders.
- Project Coordination: Provide support on various projects, including monitoring timelines, follow ups, milestones and deliverables.
Qualifications
- Associates degree or equivalent experience
- Very strong interpersonal skills and the ability to build relationships with key stakeholders
- 3-5 years’ experience in an executive assistant role
- Must be highly detail-oriented and proactive in anticipating needs and taking initiative
- Experience in Microsoft Office Suite and expert in PowerPoint & Outlook Calendar, experience in Zoom and Microsoft Teams preferred
Internova Travel Group is an Equal Opportunity Employer. We make employment decisions without regard to age, race, religion, national origin, gender, disability, veteran status, genetic information, sexual orientation and gender identity or any other protected class.
Our benefit offerings include medical insurance, meal tickets, transportation allowance, paid time off, discounted employee travel options, access to LinkedIn Learning webinars and courses.
Perspective Employee Privacy Policy
#MVD
