Senior Executive Support Coordinator

Company: Cielo, Inc.
Location: Grand Rapids
Posted on: January 12, 2021

Job Description:

POSITION SUMMARY: (Summary description of the primary duties and objectives)The Sr. Executive Support and Travel Coordinator will assist in supporting the Director of Corporate Affairs / Founder of BISSELL Pet Foundation and will serve as the primary contact in facilitating all coordination, arrangement and support for all domestic and international family, executive and BISSELL Pet Foundation (BPF) support team travel needs. This role conducts research, makes recommendations in response to scheduling requests, and coordinates arrangements for flights, ground transportation, accommodations and other trip-related details.This position requires experience with complex domestic and international travel arrangements, strong computer and organizational skills, high attention to detail, the ability to provide superior customer service, strong written and verbal communication skills compatible with Executive level management and the ability to work in a professional and efficient manner in a fast-paced environment.POSITION PROFILE (Major duties, accountabilities, and responsibilities)* Assist with daily administrative duties and provide a broad range of personal and administrative support while anticipating needs and following up on outstanding issues in a timely manner.* Manage ticket events process, Christmas card mailing list, executive contacts, and assist with scheduling meetings and appointments.* Responsible for the coordination and communication of all aspects of travel planning for the Company's principals, their family members, and BPF support teams. Proactively seek and communicate all necessary information related to travel and consistently ensure all travel information is continually updated on calendars and itineraries.* Maintain Executive, Family and BPF travel profile and preferences databases for each passenger detailing accommodations, airlines, seat selection, transfers, dining, catering preferences, entertainment, and frequent traveler programs. Carefully be aware of, plan, monitor, and execute travel arrangements according to preferences. Use online resources to ensure the travel experience is optimized for the passenger (e.g. SeatGuru).* Assist in coordination of on and offsite meetings and large events throughout the year to ensure all necessary details are covered regarding venue, logistics, food and beverage catering, flowers, entertainment, invitations, equipment rentals and any additional details.* Maximize benefits of frequent traveler, hotel, and rental car programs for best arrangements, convenience, and lowest costs. Research travel alternatives to maximize travel benefits including, but not limited to: frequent flyer miles and programs, routing alternatives, credit card programs (including AMEX Platinum and Gold), hotel promotions and guest membership programs, ground transportation alternatives (including UBER, private sedan service and hotel concierge). Optimize the best system or options to confirm the travel booking (e.g. AMEX Travel, Concur).* Provide optimal commercial flight route recommendations depending on availability and priority of principal schedules. Exhaustively research and concisely communicate viable suggestions. Make reservations based upon the best possible arrangements at the lowest possible cost. Make, finalize, and reconfirm travel arrangements. Be responsible and accountable for creating detailed and accurate passenger itineraries for each trip, including but not limited to air travel for family members, executives, associates and other guests. Continually monitor existing reservations for changes or better alternatives (e.g., rate changes, better seat assignments) and communicate changes.* Proactively monitor travelers' Global Entry status and passport/visa requirements, including expirations and renewals, to ensure compliance and obtain necessary documentation prior to travel. Continually monitor inbound and outbound travel requirements and restrictions.* Set up mobile devices, mobile check-in capabilities, boarding pass management, etc. for commercial travel, ground transportation, and itineraries utilizing the AXUS system/travel app. * Utilize web-based tools and international travel planning to track and monitor flight status. Advise traveler(s) and support staff of schedule updates, routing changes and/or weather conditions and adjust arrangements when necessary. * Follow travel industry trends and updates to ensure best in class support, technology, and service.* Develop and maintain productive relationships with contacts and vendors, including those at frequently visited properties.* Review travel expenses and invoices and reconcile those charges to ensure accuracy against planned and expected expenses. Request any errors be fixed and follow through to ensure accuracy.* Coordinate complex international travel arrangements and create at-a-glance schedules for travelers.* Work closely with Corporate Flight Scheduler to ensure all travel details are constantly updated for the aircraft schedule and provide back up support.* Support coordination of events including Blocktail Sponsor Party. Arrange transportation and accommodation needs for guests and entertainers. Prepare detailed itineraries.Additional Requirements* Act in a professional manner and provide superior customer service. Personal five-star service is a priority for both the team and the individual role.* Administrate various digital team communication platforms for executive office, family, aviation crew, yacht crew and household support staff.* Train new users for the various digital systems and tools used for flight department operation and passenger communication.* Provide back up support for other team members within Aviation, BPF, and Executive Office Teams. * Must be available for overnight travel for special assignments and be willing to work outside of normal business hours.* May be required to perform other duties as assigned.

Keywords: Cielo, Inc., Grand Rapids , Senior Executive Support Coordinator, Other , Grand Rapids, Michigan