Executive Administrator and Travel Coordinator

About oneworld:

oneworld© is a global airline alliance of 13 of the world’s leading airlines - Alaska Airlines, American Airlines, British Airways, Cathay Pacific Airways, Finnair, Iberia, Japan Airlines, Malaysia Airlines, Qantas, Qatar Airways, Royal Air Maroc, Royal Jordanian, and SriLankan Airlines. oneworld alliance is celebrating its 25th anniversary this year – a quarter century of working together to deliver superior, seamless travel.

At oneworld, we are committed to elevating the travel experience with optimism, intelligence, and innovation. Our skilled and diverse team leads a range of alliance activities, collaborating with our member carriers to advance technology, drive transformation, and promote sustainable travel practices.

We are looking for talented individuals to deliver exceptional value to our member airlines. At oneworld, we pride ourselves on being an employer of choice, guided by strategic vision, accountability, collaboration, and a strong sense of camaraderie.

Our mission is to attract top global talent while upholding the highest standards of integrity and excellence. Join us and be a part of a dynamic team shaping the future of travel.

Job Objective:Reporting to the Director, Human Resources, the Executive Administrator & Travel Coordinator

will be a key member of the oneworld team, providing high-level support to the Executive Team and ensuring the smooth operation of the Executive Office. The ideal candidate will be a proactive and flexible individual who can manage multiple tasks and priorities in a fast-paced environment. The Executive Administrator & Travel Coordinator will handle all aspects of travel coordination for oneworld staff, as well as assist with Human Resources, document retention and file management, and meeting logistics. The successful candidate will be highly organized, collegial, and collaborative with a can-do attitude and a passion for travel.

Key Accountabilities:

·      Manage the staff travel inbox and process all duty and leisure travel requests for oneworld staff in accordance with the travel priorities and procedures

·      Update and maintain the travel priorities and procedures for oneworld staff and ensure compliance with the travel policies. Communicate and refresh procedures to oneworld staff at onboarding and otherwise as required

·      Support the planning and organization of alliance governance meetings including venue selection, hotel negotiations, travel and event arrangements, and other meeting logistics. Travel may be required in advance of meetings to ensure suitability of arrangements

·      Support the General Counsel with the document retention process, ensuring the proper organization, storage, and retrieval of files and contracts

·      Monitor and track the status of contracts and commercial arrangements and alert the responsible parties for timely renewal or review

·      Assist the General Counsel with resolving staff issues in a professional, efficient, and fair manner

·      Support the Human Resources function by participating in regular meetings, on-boarding new team members, and handling day-to-day Human Resources matters

·      Administer the oneworld Management Company (“oMC”) schedule, including filing administration, weekly reminders, evidence collection for time off requests, leave balance reporting, and other matters

·      Build relationships and coordinate with the Executive Officers and Executive Assistants throughout the alliance to ensure alignment and consistency

·      Reconcile the monthly Amex accounts and ensure the proper documentation and submission of receipts

·      Manage the oMC Administration inbox and other assigned inboxes, responding to and tracking any messages received in a timely manner

·      Assess and prioritize the inquiries directed to the executives, determine the appropriate course of action, and delegate to the relevant individual to handle

Skills, experience, and qualifications:

·      At least 7 years of experience in providing executive-level administrative support and coordinating travel arrangements, with interline and concession travel experience a plus

·      Bachelor’s or associate degree in business administration, hospitality management, or a related field

·      Advanced skills in Outlook, Microsoft Word, Excel, Powerpoint and familiarity with airline systems and processes

·      Exceptional managerial and interpersonal skills

·      Demonstrated ability to interact professionally and effectively with senior management and external partners

·      Ability to work strategically and collaboratively across departments and cultures

·      Flexible, adaptable and action-oriented

·      Excellent communication skills, both written and verbal

·      Ready to travel up to 10%, often international

·      Possess a valid passport and/or work visa(s) that allows international business travel

·      Fluent in English

·      Proficiency in another language is a plus