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Under general supervision, supports one or more corporate officers by handling administrative responsibilities and managing highly confidential information. The role oversees the hotel program, plans and executes events, communicates travel policies, and develops reports to monitor and control costs. It also includes contract negotiation, onsite event coordination, compliance tracking, and delivering travel guidance with a strong focus on customer service. This role also is expected to continually seek out new challenges and opportunities to improve processes or achieve savings.
Key Responsibilities:
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Administrative Duties: Provides administrative support for leaders, including purchase orders, invoices, budgets, calendars, travel, meeting materials, records, reports, and confidential documentation. Anticipates needs, resolves issues, and supports meetings, presentations, events, and team projects.
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Hotel Program Management: Selects lodging partners that meet Meijer standards for safety, convenience, and cost control. Partners with the travel agency to negotiate rates, manage room blocks, coordinate contracts, and arrange payment.
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Event Coordination: Plans and supports company events, including venue and vendor selection, contracts, logistics, billing, onsite coordination, and issue resolution to meet business needs and reduce event risk.
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Event Registration & Marketing Sites: Creates event communication and registration sites, including mobile applications for registration, session selection, agendas, speaker information, Q&A, and lodging coordination.
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Expense Reporting, Auditing and Continuous Improvement: Audits high-risk expense reports, manages cash advances, analyzes spend and compliance trends, and recommends system or policy improvements.
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Communication & Support: Supports travelers, committees, and suppliers by resolving issues, training users, providing level 1 system support, and delivering strong customer service.
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Technological Proficiency: Configures and tests travel, event, expense, flight scheduling, SharePoint, and Microsoft Office tools in partnership with vendors and ITS.
This job profile is not meant to be all inclusive of the responsibilities of this position; may perform other duties as assigned or required.
Required Qualifications:
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High school diploma required.
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1-3 years of experience supporting a corporate officer as an executive administrative or similar role OR 3-5 years of experience in an office setting/administrative capacity AND previous experience working in a large organization.
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Proficient in the use of the desktop applications and the primary software used within the department where support is provided. May be required to design reports, charts, graphs and presentations, plus can operate standard office equipment.
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Knowledge of organizational policies, procedures, and operations.
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Strong interpersonal skills are necessary to deal courteously and effectively with top leadership and a diverse group of callers and visitors.
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Maintains a highly professional image and conducts business in this manner.
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Ability to maintain confidentiality, exercise diplomacy and judgment.
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Ability to be resourceful, take initiative, follow through, and anticipate the needs of the First Assistant.
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High level of organizational skills, attention to detail, and ability to prioritize multiple tasks.
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Analytical abilities sufficient to gather and interpret corporate data for the solution of problems.
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Sound decision making skills, problem solving skills, and the ability to work independently.
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Knowledge of Microsoft Office Suite.
Preferred Qualification:
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A bachelor’s degree in hospitality, Finance, Marketing or Business Management
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Experience in travel, events and/or hospitality
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Travel industry certification can enhance employment prospects.
Additional Responsibilities:
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Travel on behalf of the company as needed.
