Virtuoso® is the leading global travel agency network specializing in luxury and experiential travel. This by-invitation-only organization comprises over 1,200 travel agency locations with 20,000 travel advisors in 50 countries throughout North America, Latin America, the Caribbean, Europe, Asia-Pacific, Africa and the Middle East. Drawing upon its preferred relationships with more than 2,200 of the world’s best hotels and resorts, cruise lines, airlines, tour companies and premier destinations, the network provides its upscale clientele with exclusive amenities, rare experiences and privileged access. Normalized annual sales of (U.S.) $25-$30 billion make Virtuoso a powerhouse in the luxury travel industry. For more information, visit www.virtuoso.com.

The Administrative Assistant to the Sr. VP Digital & Consumer Products assists the SVP with general administrative management projects and tasks. Their job is to complete a range of clerical tasks including managing calendars, completing expense reports, and supporting meetings. We are looking for a candidate that thrives in a fast-paced environment with the ability to react and shift priorities quickly while providing a calm demeanor and delivering excellent customer service with confidence and confidentiality. This role is a key partner to the SVP and their team to ensure healthy communication processes and proactive management of SVP’s schedule.

Essential duties and responsibilities include the following. Other duties may be assigned.

• Proactively maintain and manage SVP and team calendars.
• Proactively coordinate and schedule in person and online meetings for SVP and team including booking conference room or zoom rooms, ordering and setting up/cleaning up F&B if in person, support agenda and meeting content preparation.
  • Provide directions, agendas or other information for meetings/events as needed.
  • Transcribe and distribute meeting notes and assist with the creation of presentation materials as needed.
  • Follow up on any Vendor Contract Material as needed.
  • Coordinate food, refreshments, and staff events, arranging payment as required.
• Maintain paper and electronic files including contracts with customers, vendors, and other business partners (including non-disclosure agreements); Direct Report files containing personnel records and any current topics/issues; Industry research, source data, competitive information, etc. for Technology Department.
• Take and transcribe complex meeting notes for various daily & monthly meetings – including but not limited to the Technology Committee & Air Committee.
• Coordinate business travel, prepare and distribute detailed itineraries for SVP and other staff, consultants, etc. as requested by the SVP.
• Manage, track, and submit expense reports including receipts as directed.
• Liaise with and assist Human Resources department to support hiring process for digital and technology candidates and processes.
• Assist with maintaining Digital & Technology department inventory by tracking and coordinating regular purchases as needed.
• Prepare expense reports for SVP.
• Special projects as directed by SVP.

Educational and Skills Requirements:

• Bachelor’s Degree preferred
• 2 – 4 years of experience providing administrative support
• Strong administrative assistant skills including advanced skill in MSWord, Excel, Outlook and PowerPoint. Experience creating and editing compelling PowerPoint presentations and Excel reports.
• Work History demonstrating skill in handling confidential information with a high level of professionalism
• Excellent interpersonal and customer service skills.
• Experience or knowledge of Technology industry a plus.
• Advanced experience managing email, calendars, and meeting coordination
• Experience with travel planning and submitting expense reports (Concur experience preferred)
• Excellent written and verbal skills
• Strong attention to detail
• Ability to multitask, prioritize, and problem solve in a deadline driven environment
• Ability to work independently and proactively

Travel Requirements:

• Domestic travel required to attend yearly company event (Virtuoso Travel Week) and some other travel may be required (1-2 trips per year)
• Travel will be primarily domestic.

Type/Nature of Contacts:

• External: Regular contact with internal employees, and other administrative employees. Regular contact with external network and other business contacts as needed.
• Internal: Key job contacts are primarily with clerical and technical personnel outside of the job’s immediate work unit/department.

We offer a competitive salary and full benefits package, including medical/dental/vision/life, 401(k) savings plan, and more. Virtuoso is an equal opportunity employer, dedicated to promoting a diverse workforce.

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