What are the responsibilities and job description for the Executive Support and Project Coordinator position at COLLETTE TRAVEL SERVICE INC?
Collette is seeking an Executive Support and Project Coordinator to join our team. This is a full-time hybrid role based at our headquarters in Pawtucket, RI.
About Collette: Let Us Show You the World
There has never been a better time to be in the travel industry. See the world, connect with others, and experience the immersive benefits of one of the trendiest industries when you join the Collette team! As the longest-running tour operator in North America, our family-owned business leads the industry in innovation and expertise. Collette’s passionate team works hard to fulfill travel dreams and is always looking for talent that will help to shape the company’s future. Being part of the Collette team means having a willingness to grow, a desire to learn and ask questions, and a zest for seeing the world. From giving back to local communities to creating incredible experiences for a world of travelers and being part of a value-oriented team that cares for one another – Collette is all about the people. So, what are you waiting for? Your journey starts here.
Job Summary
Reporting to the Chief of Staff, the Executive Support and Project Coordinator will provide comprehensive administrative support to the Chief Revenue Officer (CRO) and Executive Vice President (EVP) of Global Sales during their Executive Assistant's parental leave. Following this period, the role will transition to supporting the Chief Executive Officer (CEO) and EVP of Tour Development and Delivery with various administrative tasks. Additionally, the coordinator will assist the Senior Vice President (SVP) of Global Marketing with project coordination and support. The role also serves as a liaison to Senior Leadership Teams, organizes, and coordinates executive outreach and external relations efforts, and oversees/manages special projects.
Primary Functions
Executive Support:
- Complete a broad variety of administrative tasks for the EVP of Global Sales, the CRO, and the CEO, including managing an extremely active calendar of appointments, completing expense reports, composing and preparing confidential correspondence, arranging travel plans, itineraries, and agendas, and compiling documents for travel-related meetings.
- Plan, coordinate, and ensure schedules are followed and respected. Provide "gatekeeper" and "gateway" roles, creating win-win situations for direct access to the EVP of Global Sales, the CRO, and the CEO’s time and offices.
- Work closely and effectively with the Chief of Staff and the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Track credit card expenditures and assist in the monthly reconciliation process.
- Provide backup support for other Executive Assistants during their absence to ensure continuity of support.
Project Coordination:
- Support the SVP of Global Marketing with various projects, ensuring timely communication and follow-up on action items.
- Assist with managing and coordinating project timelines and deliverables.
- Organize large team meetings and events, including scheduling, logistics, and preparation of meeting materials.
Strategic Initiatives:
- Follow up on contacts made by the EVP of Global Sales and CRO and support the cultivation of ongoing relationships.
- Work closely with the CEO's Chief of Staff to assist the CEO with various tasks and projects.
Administrative and Organizational Skills:
- Provide leadership to build relationships crucial to the success of the organization and manage a variety of special projects, many of which may have organizational impact.
- Research, prioritize, and follow up on incoming issues and concerns, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
- Assist in coordinating the agenda of meetings.
Knowledge and Skills
- Demonstrated work tenure: 3-5 years of experience supporting C-Level Executives.
- Bachelor's degree preferred.
- Exceptional written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Excel, Outlook, Word, and PowerPoint), Teams, Adobe Acrobat, and other relevant software.
- Familiarity with AI tools and willingness to learn and adapt to new technologies.
- Proficiency in tools such as SharePoint, OneDrive, and OneNote.
- Strong organizational skills with the ability to manage multiple priorities and tight deadlines.
- Ability to communicate directly and on behalf of executives with board members, staff, and others.
- Experience and interest in internal and external communications and relationship development.
- Ability to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
- Experience in project coordination or management.
- Ability to work independently on projects from conception to completion.
- Ability to prioritize tasks and be flexible if things change.
- Strong judgment and decision-making skills in a variety of situations.
Salary Range: $60,000 - 70,000
Salary : $60,000 - $70,000
