Senior Executive Support Coordinator
Company: Cielo, Inc.
Location: Grand Rapids
Posted on: January 12, 2021
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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
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