Administrative Assistant to the Sr. VP
Company: Virtuoso, Ltd.
Location: Seattle
Posted on: January 26, 2023
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Job Description:
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 preferred2 - 4 years of experience
providing administrative supportStrong 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
professionalismExcellent interpersonal and customer service
skills.Experience or knowledge of Technology industry a
plus.Advanced experience managing email, calendars, and meeting
coordinationExperience with travel planning and submitting expense
reports (Concur experience preferred)Excellent written and verbal
skillsStrong attention to detailAbility to multitask, prioritize,
and problem solve in a deadline driven environmentAbility to work
independently and proactivelyTravel 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.
Keywords: Virtuoso, Ltd., Seattle , Administrative Assistant to the Sr. VP, Executive , Seattle, Washington
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