What are the responsibilities and job description for the Administrative Assistant position at Exceptional Wellness?
About us
Exceptional Services Group (Exceptional Vacations/Exceptional Wellness) is looking for a full-time Administrative Assistant to work Monday-Friday from 9:00am-5:00pm.
SUMMARY: The Exceptional Services Administrative Assistant's primary role is supporting the Exceptional Vacations division which provides supervised travel opportunities for individuals with intellectual and developmental disabilities.
This role is responsible for helping with coordinating trip logistics, supporting traveler and family relationships, managing operational details, and assisting with business development efforts to ensure safe, well-organized, and meaningful travel experiences.
In addition, this role provides administrative and front office support for the Exceptional Wellness division. Exceptional Wellness is a mental health practice consisting of a team of professionals dedicated to improving the lives of the people we serve. Great workplace atmosphere with staff and therapists that all work together to help and support each other and focus on the needs of our customers
The ideal candidate is highly organized, customer-focused, detail-oriented, adaptable, and passionate about supporting individuals with disabilities through both travel and wellness services.
ESSENTIAL RESPONSIBILITIES including other job-related duties as required:
Exceptional Vacations (Primary Focus):
Travel Coordination & Trip Operations
- Support the planning and coordination of supervised vacations, including transportation, accommodations, activities, dining reservations, and travel logistics.
- Organize all pre-trip operational materials for staff, including itineraries, rooming lists, flight confirmations, traveler documentation, attraction tickets, trip folders, and staff binders.
- Coordinate pre-trip traveler communication regarding travel requirements, pickup/drop-off schedules, medications, spending money, identification, and trip expectations.
- Maintain inventory of travel supplies and ensure trip materials are prepared prior to departures.
- Research destinations, activities, and accessibility accommodations that align with traveler needs and program goals.
Client Services & Administrative Support
- Respond to inquiries from travelers, families, guardians, and referral partners regarding trips, registrations, and custom travel opportunities.
- Process registrations, invoices, traveler documentation, and travel insurance quotes and policies.
- Prepare and distribute pre-trip and post-trip travel packets.
- Maintain accurate traveler records, forms, photos, trip expenses, and operational documentation.
- Answer phones and provide general administrative support to the Exceptional Vacations department.
Post-Trip Coordination
- Coordinate post-trip follow-up materials including feedback requests, traveler communication, and trip documentation.
- Organize trip photos and prepare post-trip photo albums/packages for travelers.
- Assist with collecting feedback from travelers and families to improve future experiences and encourage repeat bookings.
Sales, Outreach & Program Growth
- Conduct outreach to past travelers, families, and referral sources to promote upcoming trips.
- Support efforts to increase trip participation and fill scheduled departures.
- Assist in developing custom travel opportunities for individuals and families.
- Support marketing initiatives including brochures, social media content, website updates, and promotional materials.
- Identify opportunities to enhance travel offerings and improve participant experiences.
Exceptional Wellness (Secondary Support Role):
- Provide front desk coverage as needed to support daily office operations.
- Answer incoming phone calls and respond to general client inquiries.
- Assist with new client intake paperwork and onboarding processes.
- Check in clients arriving for appointments and help maintain scheduling flow.
- Provide general administrative support to ensure a welcoming and organized front office environment.
EDUCATION AND EXPERIENCE
Bachelor’s degree in Special Education, Social Work, Recreation Therapy, Hospitality, Tourism, Business, or a related field preferred.
Two to four years of experience working with individuals with intellectual and developmental disabilities, travel coordination, hospitality, recreation programming, customer service, or related fields preferred. Equivalent combinations of education and experience may be considered.
Preferred qualifications include:
· Strong understanding of person-centered supports and inclusive programming
· Knowledge of disability services and accessibility considerations
· Strong organizational and time management skills
· Strong interpersonal and communication abilities
· Ability to manage multiple priorities in a fast-paced environment
· Problem-solving skills and sound judgment
COMPUTER SKILLS: Proficiency in Microsoft Office.
Pay: $20.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
Job Type: Part-time
Pay: $20.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Experience:
- Administrative: 1 year (Required)
Work Location: In person
Salary : $20