SUMMARY : The Corporate Travel Advisor and Board Liaison is responsible for managing simple to complex travel arrangements for MFCU Board Members, CUSO Board Members, Supervisory Committee Members, executives, and Team Members. This includes booking flights, hotels, ground transportation, conferences and other services, while prioritizing personalized needs, experiences, and seamless travel. Must possess in-depth knowledge of travel coordination including destinations, airlines, loyalty programs, and exhibit exceptional customer service skills to ensure smooth and tailored travel experiences. Additionally, provides administrative support to the Board of Directors for both Mission Federal Credit Union and the CUSO as well as the Supervisory Committee which includes scheduling and arranging meetings, preparing meeting packets, ordering supplies, taking meeting minutes and facilitating various events.
KEY RESPONSIBILITIES :
BOARD LIAISON
- Communication Facilitation : Regularly attending Mission Fed Board, Supervisory Committee and CUSO Board meetings, taking minutes and ensuring meetings run smoothly. Attends and schedules telephone calls, Teams meetings, and Board meetings, as required or requested, and records and approves official minutes, items discussed, and decisions made. Oversees logistics and materials, prescreens and relays incoming calls and messages.
- Agenda Management : Ensures the timely preparation, publishing and distribution of materials (e.g. requests, agenda, schedules, grant docket, notices, resolutions, etc.) for the Board, Supervisory Committee and Board Committee meetings, utilizing OnBoard. Coordinates with other departments to provide approved content.
- Reporting : Preparing and presenting minutes of meetings in a timely fashion, using AI-assist technology.
- Relationship Building : Fostering positive working relationships between board members, executives and Board member guests.
- Issue Resolution : Helping to address any issues raised by any of the Board, Supervisory Committee or CUSO Board members.
- General Support : Providing support to Board and committee members, answering questions regarding board policies and procedures, ordering office supplies and facilitating communication.
- Logistics Coordination : Organizes, maintains, tracks and safeguards all files related to the Mission Fed and CUSO Board’s governance, including, but not limited to, Board meeting and Committee minutes, litigation, resolutions, ordinances, agenda, historical board information, approved policies and activities, in accordance with bylaws, procedures and record retention policies. Ensures these materials are available internally and externally as appropriate.
- Professional Communication : Communicates professionally both verbally and in written form with Board members, guests, meeting planners, Mission Fed’s internal leadership team, and others involved in meeting the Board’s requests and needs.
- Board Member Onboarding : Actively manages the orientation of new Board Members and Committee Chairs.
TRAVEL ADVISOR
Personalized Itinerary Planning : Consult with executives, Board members and traveling Team Members including recruiting candidates, to understand their travel needs, preferences, and desired experiences, crafting detailed itineraries that include flights, accommodations, activities, dining reservations, and ground transportation.High-Level Booking Management : Secure optimal flight options, including preferred airlines, seating, and upgrade opportunities, while negotiating rates and coordinating with travel partners for exclusive benefits.Accommodation Selection : Research and book hotels and resorts, considering location, amenities, and services to match executive and Board expectations and / or appropriate Team Member / candidate travel to conferences or corporate offices.Ground Transportation Coordination : Arrange airport transfers and car services ensuring seamless arrival and departure logistics.Concierge Services : Facilitate special requests like restaurant reservations, event tickets, and local experiences while on travel or for special events.On-site Travel Coordination : Travel with the Board to various destinations to coordinate schedules and activities, ensure seamless travel experiences and resolve any issues that arise.Travel Policy Compliance : Adhere to company travel policies and budget constraints while finding the most suitable options for those travelling.Crisis Management : Respond to travel disruptions like flight cancellations or emergencies, providing immediate support and alternative arrangements.Loyalty Program Management : Track and maximize executive loyalty program benefits across airlines, hotels, and other travel partners.Detailed Reporting : Provide comprehensive travel reports and expense summaries to Executive Management and other relevant stakeholders.OTHER
Maintains in-depth knowledge of, and complies with, all Mission Fed, departmental and security policies and procedures, as well as, federal regulations applicable to the position, including BSA requirements. Completes all required compliance training as assigned.Performs other duties as assigned.QUALIFICATIONS :
Education : Bachelor's Degree or equivalent is required. Five years of equivalent experience may substitute for every one year of education. Certificate in Advanced Clerical and Microsoft applications is desirable.
Experience : A minimum of 5 years of experience providing high-level administrative support to a President / Chief Executive Officer is required. More than 3 additional years of administrative support experience is required. Must have experience with business letter composition and report writing skills. At least 5 years of experience with global travel reservations, preferably with large group / conference travel responsibility.
COMPETENCIES : Skills & Abilities :
Highly developed personal interaction / communications skills (written and verbal). Must have the ability to respond to questions and offer help with any problems that arise within the group, ranging from simple to serious matters.Results / action-oriented work style; strong strategic, analytical, planning and problem-solving skills; able to successfully navigate within varying degrees of ambiguity in a fast-paced environment.Must be extremely efficient, organized and resourceful and have the ability to coordinate several activities at once; maintain flexibility and perform effectively under pressure to meet critical deadlines while maintaining great attention to detail.Strength and confidence to establish priorities, work independently and proceed with objectives without supervision is essential.Intuitive mindset, creative aptitude, and effective use of discretion and independent judgment; able to look beyond the assigned task and consider tangential and collateral connections, problems, opportunities and possibilities.Highly proficient with office technology and a variety of business applications.Unquestionable personal code of ethics, integrity, and trust; ability to handle highly confidential information.Requires the ability to maintain flexibility and composure if problems arise, and work to resolve issues quickly and creatively, or make changes to agendas and arrangements if necessary.Extensive experience and proven ability to administer complex office operations, to identify, analyze, interpret and resolve complex problems, take initiative, and exercise independent judgment with strong decision making skills is required.Considerable discretion in protecting or releasing confidential information is also required.Must possess strong interpersonal skills, interface with many personalities and personnel at all job levels, and have the capability of maintaining effective working relationships with Board members.Software : Microsoft Office Suite (including : PowerPoint, Project and Publisher), Internet, Adobe Acrobat.
PHYSICAL DEMANDS / WORKING CONDITIONS :
Constant sitting and repetitive motion of the hand involving simple grasping.Occasional walking, standing, squatting, kneeling, crawling, bending (neck & waist), twisting (neck & waist), repetitive motion of the hand involving pushing & pulling, reaching (above & below shoulder level), lifting and carrying (0-25 lbs.).Ability to travel internationally for up to two weeks using various modes of transportation including airplane, train, bus, etc.Availability and agility to manage conferences on site interacting with multiple constituents to ensure smooth and flawless events.Critical features of this job are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
