Administrative Assistant III - Travel and Events

In-N-Out Burger•Franklin, TN

3h•$31 - $35•Onsite

About The Position

In-N-Out Burger is seeking a full-time Administrative Assistant III for the Travel and Events Department in their Franklin, TN office. This role provides high-level administrative support to the Director of Travel & Events, ensuring efficient daily operations and timely execution of priorities. The position is full-time and requires an in-office presence in Franklin, TN.

Requirements

Strong understanding of In-N-Out Burger culture and history
5+ years experience in a high level administrative or Executive Assistant position, providing high-quality administrative and clerical assistance to top-level executives
Travel booking and planning experience
Excellent knowledge of MS 365 and Office Suite (Word, Excel, PowerPoint)
Ability to thrive in a fast paced and high pressure environment with a passion for processes and systems
Friendly demeanor and positive attitude. Must be able to “smile with your voice” and be customer service oriented
Excellent written and verbal communication skills
Ability to communicate and interact professionally with all levels of management
Act as a trusted partner to management, displaying the highest levels of integrity and confidentiality
Proven history of providing outstanding customer service while proactively troubleshooting and problem solving
Ability to work autonomously/independently, yet be an integral part of an overall team environment
Desire to learn constantly, and willingness to try new approaches to administration

Nice To Haves

Knowledge of and experience with Hospitality and Events terms are highly desirable
Proven ability to work on multiple projects simultaneously while remaining organized, detailed, and flexible; Strong organizational tendencies with thorough execution
Experience with Asana or other project management software highly preferred

Responsibilities

Provide comprehensive administrative and organizational support to the Director of Travel & Events, ensuring efficient daily operations and timely execution of priorities.
Manage the Director’s calendar, including scheduling appointments, coordinating meetings, reserving meeting spaces, inviting appropriate attendees, and preparing agendas and supporting materials.
Coordinate all business travel arrangements for the Director, including flights, rental cars, hotel accommodations, ground transportation, and detailed travel itineraries.
Prepare, draft, proofread, and distribute professional correspondence, reports, presentations, and other departmental communications on behalf of the Director.
Develop and maintain professional presentation materials, including PowerPoint decks, reports, and supporting documents for department meetings and senior leadership.
Assist with meeting preparation and follow-up, including compiling materials, documenting key discussion points, tracking action items, and communicating next steps as needed.
Partner closely with the Director and Accounting to support departmental budget management, invoice processing, expense tracking, and financial reporting.
Reconcile the Director’s company credit card transactions and prepare accurate monthly expense reports in accordance with company policies and deadlines.
Serve as a point of contact for inquiries directed to the Director, responding when appropriate and ensuring timely communication or escalation to the appropriate individuals.
Monitor and assist with incoming phone calls, emails, and inquiries related to department initiatives and company-wide events, keeping the Director informed of important updates or concerns.
Coordinate communications, correspondence, and mailings with internal partners, external vendors, and other key stakeholders.
Support the planning and coordination of Travel & Events Department gatherings, including department meetings, leadership lunches, team-building activities, and other internal functions.
Maintain organized departmental records, files, calendars, contact lists, and administrative resources to ensure information is accurate, accessible, and up to date.
Track important deadlines, deliverables, and outstanding requests, proactively following up with appropriate individuals to ensure timely completion.
Anticipate administrative needs, identify opportunities to improve processes, and proactively recommend solutions that enhance the Director’s and department’s overall efficiency.
Handle sensitive information, personnel matters, and confidential communications with professionalism, sound judgment, and discretion.
Build and maintain strong, collaborative working relationships with associates, department leaders, senior leadership, and external partners while serving as a professional extension of the Director and Travel & Events Department.
Demonstrate flexibility and adaptability in managing shifting priorities, time-sensitive requests, and the evolving needs of a dynamic department.
Assist with special projects, department initiatives, and additional administrative responsibilities as assigned by the Director of Travel & Events.