Senior Administrative Assistant, Sales Travel and Events

Florida Virtual School

22h•Onsite

About The Position

The Senior Administrative Assistant, Sales Travel and Events will support FlexPoint leadership and Sales Team members with end-to-end travel coordination, expense management, and regional conference/event registration. This position will manage the implementation of travel workflows, support team members in complying with Florida State Statute and FLVS travel policy, track travel budgets, and facilitate vendor registration and processes for regional conferences and field events. The Senior Administrative Assistant, Sales Travel and Events will work in a fast-paced environment that requires balancing multiple priorities. This position will require focus, accuracy, speed, and exceptional internal customer service to allow leadership and sales team members to stay focused on goals.

Requirements

Associate’s degree; or equivalent combination of education and relevant experience
Three (3) years of high-level administrative support or executive assistant experience, preferably in the government or school district sector
Knowledge of the department assigned, preferred
Knowledge of database systems for data retrieval
Excellent organizational skills such as scheduling, filing, making reservations, and preparing materials on a timely basis; provides follow up and documentation
Advanced proficiency in various technical applications most commonly used at FLVS, including but not limited to, Microsoft Office applications (Word, PowerPoint, Excel, Sharepoint), and the telephone system
Possess strong attention to detail
Strong interpersonal and customer service skills
Ability to work with/for staff and customers to meet deadlines
Professional written and verbal communication skills
Utilizes a wide variety of reference, descriptive, and/or advisory resources
Ability to handle multiple tasks simultaneously

Nice To Haves

Knowledge of the department assigned

Responsibilities

Coordinate travel and regional event and conference planning, including air, hotel, ground transportation, and ancillary travel per policy
Optimize itineraries for cost, time, and safety; monitoring disruptions (delays/cancellations) to proactively reschedule travel or events as needed
Partner with the internal Expense Team, as well as the organization's travel agency, as needed
Support staff compliance with FLVS travel and expense policies and procedures; elevate receipt or documentation concerns to leadership
Track travel and event/conference budgets by team and team member to produce monthly dashboards on spending and average cost per trip
Collaborate as necessary with Finance regarding reimbursements, PCard support, and required timelines
Support conference registration workflows including, timeline, approvals, travel blocks, marketing requests, housing, and shipping deadlines
Coordinate with Sales, Marketing, and others as needed for pre-event planning and post-event tasks; support pre- and post-conference tasks
Meet professional obligations through efficient work habits such as meeting deadlines, honoring schedules, coordinating resources and meetings in an effective and timely manner, and demonstrating respect for others
All work responsibilities are subject to having performance goals and/or targets established