Travel Assistant Jobs

Remote Based Full-time

Temporary/Seasonal

About Us

Event 360 is an industry leader in event production and design, working with non-profit organizations over the past 19 years to produce fundraising events that have wowed hundreds of thousands of participants and collectively raised nearly $1 billion for charity. Our mission is to create experiences that inspire giving, emotion, loyalty, and change. We take pride in our partnerships, our people, and the positive impact we’ve been able to help our clients make in the world. With a deep bench of accomplished team members and partners working nationwide, we execute all projects, big and small, with expertise, dedication and passion. We are the people organizations rely on to produce safe, exceptional event experiences, manage complex national event series, and provide cutting-edge marketing campaigns, fundraising programming and personalized customer service to attract and engage participants. We handle the details, so organizations can focus their valuable time on what matters most: their mission, their sponsors, and their supporters.

Summary

This Travel Assistant will support the travel programs for a large national breast cancer event series according to the current travel policies and budget constraints. The ideal candidate is an energetic, forward-thinking and creative individual with high ethical standards and an appropriate professional image. Solid business acumen, a strong results orientation and strong presentation skills are a must, as is an ability to work enthusiastically in a constantly changing environment.

The successful candidate possesses the capacity to think strategically coupled with the abilities to excel operationally. The willingness to raise questions, the ability to provide solutions, an understanding of real teamwork, the thoughtfulness to reconsider positions, the confidence to advance new ones, the maturity to do all the preceding with poise, and a real and sincere sense of humor are required. This is a values-centered company, and we expect our entire team to support and project our values in every interaction.

This is a full-time, temporary position that begins from May through November 2023 This position is classified as exempt and is based remotely, reporting directly to the Travel Manager and works directly with the Travel Coordinator.

Responsibilities (included, But Not Limited To)

• Work closely with the travel team, travel vendor and event participants to ensure travel is booked accordingly
• Work with travel team, travel vendor and event participants to resolve all special circumstances
• Enforce current travel policy rules and regulations
• Other projects and tasks as assigned
• Work with the travel and accounting team to reconcile travel invoices
• Ensures that participant travel needs are met within the constraints of the travel program budget
• Use approved communication templates to send final itineraries to participants, customizing content to address special requests or concerns
• Uphold Event 360's mission, vision and values
• Some travel required for supporting the travel team event operations
• Create and maintain an up-to-date event-specific database of final itineraries in our shared drive
• Adhere to internal controls around travel approvals

Qualifications

• Ability to multi-task, organize workload and meet deadlines
• Strong negotiation skills
• Ability to manage multiple tasks and projects
• Demonstrates quick responsiveness to all requests
• Travel & tour coordination experience a plus
• Ability to work comfortably with multiple departments and divisions
• Bachelor's degree recommended
• Demonstrate a high degree of responsibility, initiative and professionalism
• Self-motivated and positive attitude
• Meticulous attention to detail
• Requires excellent organizational, interpersonal and communication skills
• Excellent customer service skills
• Willingness to work a flexible schedule
• Strong knowledge of Microsoft Office, specifically Outlook, Word and Excel systems

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand, walk or sit for long periods of time during the work day.

• The employee spends most of their time sitting at his/her computer and/or phone;
• May experience extended periods of time sitting down or standing through meetings and presentations.
• May experience extended periods of time standing at the copier/printer/fax machine;
• Must occasionally lift and/or move up to 10 pounds;

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderate, but may also depend on employee's home-office setting;
• Normal weekly workload is up to 40 hours, and may require some evening and/or weekend hours depending on client/company needs.
• Work conditions are normal for an office environment but may also depend on employee's home-office setting. Position requires employee to have a comfortable and clean work area, a high-speed internet connection and a company provided phone;