Executive Assistant to CEO : Green Ocean

Travel/Events Coordinator

Job Description

Reports to: CEO

Division: GOPM

Department: Executive

Status: Full-Time

Location and Work Setup: Remote

Job Summary:

We are seeking a highly organized and detail-oriented individual to join our team as a Travel and Events Coordinator to the CEO. The primary responsibility of this role is to manage all aspects of the CEO’s travel arrangements and coordinate special events and engagements. The ideal candidate will have exceptional communication skills, a proactive approach to problem-solving, and the ability to work efficiently in a fast-paced environment.

Responsibilities:

1. Travel Coordination:

   • Plan and coordinate all travel arrangements for the CEO, including flights, accommodations, ground transportation, and itinerary planning.
   • Research and recommend travel options, accommodations, and activities to optimize the CEO’s travel experience.
   • Anticipate and address any travel-related issues or concerns that may arise, such as flight delays, cancellations, or changes in itinerary.

2. Calendar Management:

   • Manage the CEO’s calendar to schedule and prioritize meetings, appointments, and events, taking into account travel and time zone differences.
   • Coordinate with internal and external stakeholders to arrange meetings and ensure availability of necessary resources and facilities.

3. Event Planning:

   • Plan, organize, and execute special events, meetings, and engagements for the CEO, including board meetings, conferences, corporate retreats, and VIP receptions.
   • Coordinate event logistics, including venue selection, catering, audiovisual equipment, transportation, and guest accommodations.
   • Manage event budgets, track expenses, and negotiate contracts with vendors and suppliers to ensure cost-effective solutions.

4. Communication and Liaison:

   • Serve as the primary point of contact for the CEO’s travel and event-related inquiries, providing timely and accurate information and assistance.
   • Liaise with internal departments, executive assistants, and external contacts to coordinate logistics and communicate relevant information regarding travel and events.

5. Documentation and Reporting:

   • Maintain detailed records of travel itineraries, event plans, expenses, and other relevant documentation.
   • Prepare post-event reports and evaluations, summarizing key metrics, feedback, and lessons learned for future planning and improvement.

Requirements:

• Proven experience in travel coordination, event planning, or executive support roles, preferably supporting C-suite executives or senior leadership.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines effectively.
• Excellent communication and interpersonal skills, with the ability to interact professionally with internal and external stakeholders at all levels.
• Proficiency in travel booking systems, calendar management tools, and event planning software.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility to adapt to changing priorities and last-minute requests in a fast-paced environment.
• Bachelor’s degree in Hospitality Management, Event Planning, Business Administration, or related field is preferred.