This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities required of the employee. Employees are expected to be responsible for and assist with additional tasks and duties as needed. Job descriptions may change to meet the business needs of the organization. 

JOB PURPOSE: This position provides support to the Travel and Event Manager in the planning and execution of hosted guests to American Prairie during the visitation season from mid-May through September. This position will be responsible for efficiently coordinating various travel-related tasks, ensuring a seamless experience for our guests and maintaining the highest level of service standards. 

PRIMARY JOB DUTIES: 

Travel & Event Planning: 

• Assist in collecting and organizing necessary forms from guests, ensuring compliance and completeness. 

• Manage dietary restrictions and preferences for a seamless travel experience. 

• Proactively complete pre-trip shopping for supplies, ensuring all necessary items are available for the journey. 

• Prepare coolers, drinks, and snacks for each trip, catering to guest preferences and dietary needs. 

• Assemble pre-trip binders with relevant information for trip hosts. 

• Create and organize guest kits with essentials to enhance the travel experience. 

• Post-trip responsibilities include clean and organize coolers, snack bags and other items. 

• Coordinate rentals for board meetings and other events, ensuring necessary furniture and equipment (tables, chairs, etc.) are arranged as needed. 

Inventory Management: 

• Assist with assessing and ordering inventory needs for the upcoming year and assist with obtaining quotes for budget planning purposes 

Vehicle Maintenance: 

• Regularly inspect vehicles for any issues or maintenance requirements. Schedule and manage vehicle appointments as needed, coordinating with service providers. 

• Ensure vehicles are well-prepared for trips, including brochures, cleanliness, and necessary supplies. 

• Maintain an emergency kit (e-kit) in vehicles, regularly updating and resupplying its contents. 

QUALIFICATIONS: 

Required 

• Valid driver’s license and acceptable driving record. 

• Excellent organizational skills and attention to detail. 

• Strong communication and interpersonal abilities. 

• Ability to multitask and work efficiently under pressure. 

• Proficient in using G-Suite and other relevant software. 

• Guest-focused mindset with a dedication to providing exceptional service. 

• Creative problem-solving skills and adaptability. 

Preferred 

• Experience in travel coordination, event planning, or related roles. 

• Familiarity with inventory management and budget.