Travelink, Incorporated is a regional AMERICAN EXPRESS TRAVEL REPRESENTATIVE headquartered in Nashville, Tennessee. The company, one of only 20 Centurion level AMERICAN EXPRESS TRAVEL REPRESENTATIVES, maintains a combination of boutique business and vacation call centers, vacation stores, and a meeting/group operations center in the eastern United States. Travelink is appointed by American Express to offer business travel management, vacation travel services, and travel related financial services. The company's client base includes a variety of individuals and businesses, from Fortune 100 corporations, small and mid-sized companies, entrepreneurial business, and sports teams to religious/non-profit organizations. The company services clients through an extensive online platform, its network of retail offices, and virtual offices. Visit us at http://travelink.com This is an excellent opportunity for a highly motivated individual who is passionate about travel to join a growing team of professionals. This position reports to the President of Travelink, but also supports the managing partners and is 75% Personal Assistant and 25% Administrative. Travelink, American Express Travel provides a competitive compensation plan including medical, dental, vision, 401(k), short and long term disability, and travel benefits. This position requires an individual with a high level of accuracy and attention to detail while multi-tasking with executives. Additionally, must be able to anticipate needs and maintain strict confidentiality.JOB DESCRIPTION Part I: Personal Assistant to President – 75% Perform advanced and confidential administrative support as requested for the President and, on occasion, the other owners. Assist with business and personal matters such as: Schedule business and personal appointments, meetings and coordinate travel itineraries Ensure calendar remains up-to-date and travel communicated to family member Pay recurring personal bills according to calendar due dates Handle bank deposits, reconciliation of multiple bank accounts and related banking matters Analyze and reconcile American Express card account Prepare expense reports Manage personal accounts and transactions within Quicken software Calculate and submit personal tax reports and/or payments on a monthly/quarterly/annual basis (941, SUI, FUTA, franchise tax) Organize and manage multiple sets of personal business files for President Maintain contact information in various software applications Compile research/statistical data where needed Manage vendor Rewards (points) Programs, i.e. AMEX, Starwood, Marriott, etc. Renew magazine and professional subscriptions, both print and online as required (CLIA, etc.) Special projects as assigned Assistance with purchases, tracking and handling receipt of product(s) Part II: Administrative Support – 25% Coordinate Board of Directors Meetings, generate Resolutions and other board level documents Provide research and supportfor all new purchases including equipment and related service contracts. Manage Free Ticket Program, including recording and tracking of airline vouchers and coordination of free travel with company staff members and designated travel manager. Provide support to Account Manager relative to airline ticket rewards Prepare agenda, attend meetings, record and transcribe minutes, create action list, distribute information; complete projects as assigned in leadership meetings. Manage and Coordinate all branch holiday events including site selection, date/time, menu selection, all logistics and contractual documents related to vendor and employees Assist with ordering and distributing print materials Maintain administrative, corporate files, and records storage Manage company travel insurance license program, association memberships and subscriptions Open, screen and distribute mail for Managing Partners Handle phone calls and generate routine correspondence for various executive leadership team members. Order flowers and cards for company as needed for TL staff members Lead the planning efforts for all office celebration/functions Assist with written sales presentations and proposals Troubleshoot situations in various offices, usually related to facilities. Approve all supply orders cross office and centrally manage office supply inventories. Special projects as assigned. Examples: Branch moves/upfits/remodels Facilities related projects, i.e. telecommunications, lease related, etc. Ordering of promotional items Assist with various legal matters or matters related to facilities, i.e. leases, etc.
Skills and Proficiencies: Excellent verbal and written communication; strong telephone presencein order to relay information and ideas verbally so others will understand and in writing, as appropriate, for the needs of the audience; interact in a positive manner with company staff members Advanced PC proficiency and excellent skills in MS Word, Excel, PowerPoint,Quicken, and experience composing a variety of professional documents Ability to manage multiple calendars in Outlook Transcription and Reporting of Leadership Meetings Coordinate Executive level Travel Arrangements (domestic and international) Internet Research Savvy Training, Meeting, and Event Planning Knowledge of organizational operations, procedures and staff Analytical thinking, with the ability to analyze information, evaluate results and develop processes that monitor progress and performance for the company; implementation of solutions Ability to: Make independent decisions within established guidelines regarding planning, organizing and scheduling of work. Protect confidentiality and represent company in a professional manner Plan, coordinate, implement special projects as requested by management Skillfully and creatively prepare statistical and written reports as well as presentations for management Perform a variety of day-to-day administrative tasks for executive management including personal accounting, personal and professional calendar juggling, and managing records storage Experience/EduationRequirements Bachelors Preferred or equivalent experience 5+ years supporting high level executive
CareerBuilder - 9 months ago
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