Groups & Events Assistant - HQ Office

Your Mission: We’re looking for a curious, detail-obsessed, and resourceful Groups & Events Travel Assistant to support our Groups & Incentives team in delivering seamless group travel programs and events. Working under the direction of our Groups Manager and Coordinator, you will support the operational execution of complex programs, ensuring logistics, guest details, and documentation are handled with precision and care.

Location: Miami, FL (onsite)

Key Responsibilities:

• Provide operational and administrative support to Groups & Events Managers and Coordinators across multiple programs.

• Assist in organizing and maintaining project files, timelines, rooming lists, manifests, guest data, and internal documentation.

• Support the coordination and booking of group travel components including hotels, transportation, activities, dining, and venues, in line with program requirements and approvals.

• Assist with supplier communications for availability requests, confirmations, and operational follow-ups.

• Support attendee registration processes and guest data management, including tools such as Cvent.

• Maintain accurate guest details, special requests, arrival/departure information, and service notes.

• Request and track Virtual Credit Cards (VCCs) for deposits, partial payments, and final balances as directed.

• Assist with budget tracking, invoice collection, and documentation for internal reconciliation.

• Support the preparation of client-facing and internal materials, including itineraries, travel books, presentations, and operational briefs.

• Partner closely with Groups Managers, Sales, and Operations to ensure accuracy, quality control, and alignment across all deliverables.

• Assist with on-site or live program preparation as needed, including last-minute updates and logistical changes.

• Provide ad-hoc support to VIP or bespoke group projects when required.

What we're looking for

• Flexible and dependable, able to adjust to planner/client needs across time zones and high-demand periods.

• Humble, proactive, and eager to learn, with a positive, can-do attitude.

• Work in a collaborative, entrepreneurial environment.

• Extremely detail-oriented, organized, and comfortable managing multiple priorities under tight deadlines.

• C-level English communication skills (written and spoken) with a service-oriented mindset.

• Tech-savvy and quick to adapt to tools such as HubSpot, Cvent, Google Workspace, and presentation platforms (Travefy a plus).

• Collaborative team player with a strong sense of ownership and follow-through.

• Prior experience in travel, hospitality, events, or group coordination is strongly preferred.

• Exposure to MICE or luxury travel environments is a plus

What We Offer:

• Vacations: 15 business days, begins accruing on Day 1 of your hire date at 1.25 days per month.

• Job type: Full time, 100% on site.

• Schedule: Monday to Friday; 8:30AM - 5:30PM EST 

• Discounted hotel rates for personal travel (after 90 day probation period)

• Access to the company’s health insurance marketplace, including dental and vision coverage, following the 90-day probationary period Company subsidizes $150 GAP /month.

Salary: To be agreed upon, based on experience