Hospitality & Travel Coordinator (1838)

Aramco Americas Company•Houston, TX

About The Position

OVERVIEW: Assists with the coordination of domestic and international travel arrangements, meeting schedules and logistical support for visiting Saudi Aramco (SAO) Corporate and Executive Management, CEO, Chairman, Board Members, and Aramco Americas Company (AACO) President and subsidiaries on a 24/7 basis. Provides administrative and logistical support to the Chairman and CEO and Board of Directors during worldwide SAO board meetings and visits to the Americas and provides logistical support to other SAO Corporate executives at company sponsored events worldwide. SCOPE: Serves Aramco Americas Company (AACO) in US locations. Key Scope Components: coordinates ~ 1-4 trips per month coordinates ~ 8-10 events per year PRINCIPAL DUTIES: Coordinates travel itineraries and secures airline, hotel, rental car, and ground transportation for SAO Corporate and Executive Management, CEO, Chairman, Board of Directors, AACO President, subsidiaries, and their dependents. Coordinates with counterparts at SAO and keeps stakeholders abreast of schedule and logistical plans. Utilizes AACO and SAO support functions and their contracted vendors as required. Maintains the high confidentiality of all travel arrangements. Provides accurate payment reconciliation for expenses Provides planning and development of SAO Board Meetings and provides on the ground logistical support for SAO Chairman, CEO, Board Members and dependents during SAO Board Meetings and other executive visits worldwide. Develops relationships with and frequently performs site visits to evaluate premier accommodation and transportation companies, event venues, local restaurant and entertainment venues in key cities with awareness of protocol requirements, and to source premier goods and services. Demonstrates high aptitude for coordinating high level executive events with deference to cultural protocols. Must possess inherent refinement, impeccable taste, and demonstrate an unwavering commitment to excellence. Because this position coordinates travel for high level executives and Saudi Arabian Government officials, diplomacy, tact, and demeanor are essential prerequisites. Coordinates use of AACO executive office space, conference facilities and provides administrative support to visiting SAO Corporate and Executive Management, CEO, Chairman and Board. Maintains fully stocked catering facilities in order to respond to executive requests and events. Assists in the coordination of internal AACO social and business events, meetings and recognition activities. Assists with annual, quarterly and monthly department budget updates. Maintains accurate records and accounting of meeting and travel expenses. Reconciles all billings to ensure accuracy and that the goods and services were requested and received. Performs other duties as assigned.

Requirements

Bachelor's degree preferably related field of study.
Knowledge of meeting management and hospitality for high-level international executives.
Knowledge of the history and culture of the Middle East.
Ability to: display tact, diplomacy, discretion, and good judgement.
plan own work, handle many diverse tasks simultaneously and work effectively and efficiently with interruptions and meet deadlines.
effectively interact and communicate with all levels, internally and externally.
demonstrate effective oral and written communication skills with excellent vocabulary, and grammar befitting high level executive communications with emphasis on attention to detail.
independently compose written communications and develop presentation slides and spreadsheets for high level executive presentations.
research and respond to inquiries regarding issues and problems and ensure timely follow and resolution with little or no oversight.
Proficient with business software and smart phone applications.
Typically, at least five years of progressively more responsible administrative and/or hospitality/travel industry experience with seven years supporting executive level management and three years of meeting coordination/hospitality experience.
Must be able to comprehend and communicate accurately, clearly and concisely in English.

Responsibilities

Coordinates travel itineraries and secures airline, hotel, rental car, and ground transportation for SAO Corporate and Executive Management, CEO, Chairman, Board of Directors, AACO President, subsidiaries, and their dependents.
Coordinates with counterparts at SAO and keeps stakeholders abreast of schedule and logistical plans.
Utilizes AACO and SAO support functions and their contracted vendors as required.
Maintains the high confidentiality of all travel arrangements.
Provides accurate payment reconciliation for expenses
Provides planning and development of SAO Board Meetings and provides on the ground logistical support for SAO Chairman, CEO, Board Members and dependents during SAO Board Meetings and other executive visits worldwide.
Develops relationships with and frequently performs site visits to evaluate premier accommodation and transportation companies, event venues, local restaurant and entertainment venues in key cities with awareness of protocol requirements, and to source premier goods and services.
Demonstrates high aptitude for coordinating high level executive events with deference to cultural protocols.
Coordinates use of AACO executive office space, conference facilities and provides administrative support to visiting SAO Corporate and Executive Management, CEO, Chairman and Board.
Maintains fully stocked catering facilities in order to respond to executive requests and events.
Assists in the coordination of internal AACO social and business events, meetings and recognition activities.
Assists with annual, quarterly and monthly department budget updates.
Maintains accurate records and accounting of meeting and travel expenses.
Reconciles all billings to ensure accuracy and that the goods and services were requested and received.
Performs other duties as assigned.