Virtuoso® is the leading global travel agency network specializing in luxury and experiential travel. This by-invitation-only organization comprises over 1,200 travel agency locations with 20,000 travel advisors in 54 countries throughout North America, Latin America, the Caribbean, Europe, Asia-Pacific, Africa and the Middle East. Drawing upon its preferred relationships with more than 2,300 of the world’s best hotels and resorts, cruise lines, airlines, tour companies and premier destinations, the network provides its upscale clientele with exclusive amenities, rare experiences and privileged access. Normalized annual sales of (U.S.) $28-$32 billion make Virtuoso a powerhouse in the luxury travel industry. For more information, visit www.virtuoso.com.

The Administrative Assistant will provide administration support primarily to the SVP, Sales & Partnerships as well as the Vice President, Partnerships. The primary responsibilities of this role are maintaining the SVP Sales & Partnerships schedule, coordinate and communicate with internal stakeholders, providing logistical and travel support and assist with meeting preparation. The administrator is also responsible for overall office activities in New York including mail, logistics, general office, and equipment maintenance as well as supporting the New York team with ad-hoc duties relating to events and visits. This is a hybrid position required to work in office, Midtown Manhattan, Tuesdays and Wednesdays.

Essential duties and responsibilities include the following. Other duties may be assigned.

• Maintain an accurate and detailed calendar for SVP Sales & Partnerships, manage, and log incoming scheduling requests, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts.
• Organize internal and external meetings for SVP Sales & Partnerships.
• Coordinate communications from the Member & Partnership teams to ensure consistency and tracking of all relevant messaging.
• Manage files and access to documentation/information in enterprise tools including but not limited to Microsoft365 and other applications (Teams, Tableau, ToDo, Sharepoint, Zoho).
• Create documents and presentations utilizing office applications within Microsoft365.
• Manage complex travel scheduling and arrangements.
• Track and reconcile monthly credit card statements and complete and submit expense reports in timely manner. Ensure adherence to corporate expense management guidelines.
• Maintain office equipment, order supplies for printers and maintain office supplies.
• Greet visitors and receive and distribute mail and courier packages and any other deliveries.
• Maintain office organization and cleanliness in the office space, as well as kitchen and supply rooms.
• Assist with remote technology team for Virtuoso staff meeting set ups when required.
• Provide administrative support to VP, Partnerships on an ad-hoc basis.
• Assist with event preparation including printing and name badges, banners, and other collateral.
• Attending events and meetings with Virtuoso NY team to assist where required.
• Other administrative duties as assigned.

Educational and Skills Requirements:

• 3+ years’ office administration experience with an emphasis on supporting senior management
• Bachelor’s degree in tourism, marketing or business highly regarded
• Proficient use of MS Office Suite (Outlook, Word, Excel and PowerPoint)
• Experience managing email, calendars, travel planning and meeting coordination
• Excellent written and verbal communication skills
• Demonstrated ability to ensure confidentiality and discretion
• Strong attention to detail
• Ability to multitask, prioritize, problem solve, and follow up in a deadline driven environment

Travel Requirements:

• Infrequent travel may be required to attend company events (1-3 trips per year)
• Travel will be primarily domestic, but could include some international

Type/Nature of Contacts:

• Internal: Key job contacts are primarily with Virtuoso staff, including senior C suite level staff globally.
• External: Regular contact with partners, external vendors plus building management

We offer a competitive salary and full benefits package, including medical/dental/vision/life, 401(k) savings plan, and more. Virtuoso is an equal opportunity employer, dedicated to promoting a diverse workforce.