The Travel Assistant

• Assist and report directly to the  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 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  & other available templates, tools & IT systems