The Travel Assistant

il y a 1 jour

Brussels, Belgique Unique Temps plein

**Description**:
**The Travel Assistant** works closely with the EU Project Director as well as with the Travel Coordinator and other talents of the PCO team.

**The Travel Assistant** tasks include the following but are not limited to:
Customer Care, Travel & Registration - PCO Events
- Assist and report directly to the Travel Coordinator
- Manage travel arrangements for special cases and report on these cases;
- Supporting the other members of the travel team by teaching them product specifications & processes;
- Assign incoming communications from travellers within the travel team;
- Monitor Facebook Group activity and provide support in responding to queries;
- Processing invoices and track/supervise spending
- Adherence to existing SoPs and financial guidelines
- De-escalate disagreements and orchestrate resolutions (conflict management)
- Coordinate registrations & travel bookings;
- Coordinate & follow-up with clients on registration matters;
- Create rooming list & follow-up closely with hotel suppliers:

- Registration & travel related file management; organising and opening of matters, closing of files, archiving and ensuring that all relevant documents are filed electronically, and paper based, when required;
- On-site registration support if needed;
- Provide financial reports for travel & accommodation.

**Project Management Assistance**
- Support the team on the organisation of congresses and conferences on some specific tasks

assigned by the EU Project Director
- Advocate a high level of service attitude and professionalism, which includes industry

Internal use
- Respect timelines and critical dates and related action items
- Self-management without constant intervention from a Manager
- Prioritise daily tasks and project assignments
- Assist with all source project-related third-party suppliers appropriately and effectively, in line

with MCI’s procurement guidelines
- Ensure operational excellence and be 'Quality Obsessive'

**Admin, IT & Tools**
- Complete procedures, documents, forms, reports that are essential to the day-to-day operations

of project/ events. Master the systematic use of MCI & other available templates, tools & IT systems
- Demonstrate effective usage of available registration software features.
- Effectively use all job-related tools and systems, computer hardware/software
- Mandatory use of systems (e. g. MCI360, Smartsheet )
- Understand GDPR, vet suppliers and ensure to establish the right Data Protection Agreement required as well as IT Chart regulations

**Profil**

o
- You will work in a young, dynamic, international company in the field of communication
- An unique experience in the Event Customer care coordination
- Graduaded

**Offre**

You will work in a young, dynamic, international company in the field of communication

**Entreprise**

The company is an independently owned company with headquarters in Geneva, Switzerland and a global presence.

Our +2,500 professionals in 60 offices and 31 countries work with clients across Europe, the Americas, Asia-Pacific, India, the Middle East and Africa.

Our business is founded on the human insight: When people come together magic happens.

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