Travel & Events Assistant

Boutique professional family office has an exciting opportunity for an Events/Travel Assistant. The Travel & Events Assistant will work as part of the Personal Assistant team to support the Partners with complex travel, events, and administrative coordination.

Recruiter: Connie Stathopoulos

Responsibilities shall include, but are not limited to:

• Travel management (70%) Arrange travel and meetings by developing itineraries

• Schedule private and/or commercial flights; book ground transportation; arrange lodging and meeting accommodations; make reservations for dining and/or outings
• Collaborate with Personal Assistants on schedule and calendar appointments, anticipate needs, and serve as a positive ambassador
• Research potential trips and related activities
• Ensure timely and accurate invoices and payments
• Monitor cancellation dates and ensure proper refunds, as applicable
• Executive administrative support (20%)
• Prioritize competing projects and handle matters expeditiously and proactively
• Complete expense reports and credit card categorizations
• Compose and prepare confidential correspondence
• Solicit agendas, create itineraries, make reservations, and print and assemble materials for professional and personal meetings
• Assist with holiday letters, cards, and purchases
• Will provide backup to the Personal Assistant team members when needed
• Events management

Qualifications and characteristics

• Bachelor’s degree or equivalent is a plus

• 2+ years’ experience as an administrative professional. Travel Industry, Family Office, or Financial Industry experience is a plus

• Computer savvy with advanced skills in Microsoft Office (Word, Excel, PowerPoint, and Outlook), Mac operating system knowledge is a plus

• Positive attitude, flexibility, persistent follow-up skills, and professional demeanor

• Strong work ethic and highly responsive, with exceptional attention to detail

• Ability to process multiple sources of information and coordinate them into one summary

• Strong communication and presentation skills with an ability to prioritize activities with multiple managers

• Highest level of integrity and confidentiality in all matters

• Background and reference checks required with an employment offer