Job Opportunity: Administrative Assistant I – Travel & Meeting Services

Why Join Us?
Are you a highly organized, detail-oriented professional who thrives in a dynamic environment? As an Administrative Assistant I supporting Travel & Meeting Services, you’ll play a key role in keeping our operations running smoothly. This position is essential to ensuring efficiency, consistency, and service excellence across our corporate travel and meeting functions.
You’ll work in a collaborative and supportive environment where your contributions help make every trip, meeting, and event a success.

What You’ll Be Doing
In this role, you’ll provide comprehensive administrative and operational support across both the Corporate Travel and Meeting Services teams. You’ll handle day-to-day coordination, maintain communication with stakeholders, and ensure all travel and meeting logistics are executed seamlessly.
Your Responsibilities Will Include:
General Administration

• Support and actively promote departmental goals and initiatives.
  

• Provide high-quality administrative assistance to both travel and meeting operations.
  

• Coordinate communication and documentation across the team to ensure efficiency and accuracy.

Travel Administration

• Manage and maintain the shared Travel inbox, responding to inquiries promptly and professionally.
  

• Provide coverage during team absences to ensure continuity of service.
  

• Post and update travel-related content and resources on Viva Engage and the corporate travel webpage.
  

• Reconcile monthly Travel Card transactions in compliance with company policies.
  

• Coordinate quarterly “Travel Talks” sessions in partnership with AMEX GBT.
  

• Assist with United Way and corporate event travel bookings (air, hotel, car).

Meeting Services Administration

• Provide full administrative support for meetings and events, including research, venue sourcing, registration, and vendor coordination.
  

• Maintain detailed and accurate records, including budgets, deposits, rooming lists, and cost tracking.
  

• Prepare meeting materials (agendas, signage, name tags, shipping logistics).
  

• Deliver on-site event support as needed to ensure seamless execution.
  

• Coordinate logistics for High Performance Institute and Edge programs, including participant travel.
  

• Support major corporate events such as the Leadership Summit, ERT, and Mine Rescue.

What You Bring to the Team
Professional Experience

• Experience in corporate travel coordination or administration, ideally within a large or complex organization.
  

• Experience managing travel authorizations, expense reports, and reimbursements.
  

• Experience supporting group or event travel is a strong asset.

Administrative & Coordination Skills

• Proven ability to manage multiple, time-sensitive requests and last-minute changes.
  

• Skilled in maintaining accurate travel documentation (passports, visas, insurance, approvals).
  

• Strong financial awareness—comfortable tracking budgets, expenses, and cost-saving opportunities.
  

• Knowledge of corporate travel policies and compliance standards.

Communication & Customer Service

• Excellent written and verbal communication skills with a professional, service-oriented approach.
  

• Ability to interact confidently with executives, employees, and external vendors.
  

• Calm under pressure—able to resolve travel or logistical issues quickly and effectively.

Systems & Technical Proficiency

• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
  

• Experience using corporate travel systems (e.g., AMEX GBT, NEO).
  

• Familiarity with expense management systems such as Chrome River or Emburse.
  

• Strong organizational and record-keeping skills, with attention to confidentiality and detail.

Sound Like You?
If you’re an organized professional who enjoys creating seamless experiences behind the scenes, we’d love to hear from you.
Join a team that values your attention to detail, initiative, and commitment to excellence — apply today!

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