Coordinator - Events & Office Administration

In a nutshell

In a nutshell

The Coordinator – -Events & Office Administration is responsible for supporting the entire Atlanta office efficiently and effectively. They will support the US leadership team as directed by the Executive Assistant to the Senior Vice President and manages an engaging calendar of internal, team and external events.

Day to day

The key responsibilities for the role are as follows;

Events Co-ordination: Consult with employees and managers to establish and document a calendar of annual events, including clear event objectives, budget and requirements. Create and deliver internal and external events such as internal conferences (Quarterly Business Review, Sales & Marketing Conference), trade events, Marketing Agency Reviews, Press Events, National Sales Training etc.). Organize and manage appropriate space and facilities bookings, including (but not limited to) meeting rooms, breakout areas, food and beverage, audio visual, third party speakers/visitors, event signage/branding and special assistance. Collaborate with event organizer to support pre and post-event communications including (but not limited to) schedules, feedback questionnaires, venue directions, pre-work etc. Attend events as required to provide ad-hoc support and troubleshoot unforeseen issues and additional requests.

Office Support: Co-ordinate office tasks including (but not limited to) staff onboarding, stationery ordering, workspace re-configuration/moves, mail, equipment ordering/repair, conference room scheduling & archiving/storage. Ensure the smooth and efficient operation of the office. Create PowerPoint presentations, reports, spreadsheets, internal communications etc. as required. Gather input from other people around the business where necessary to produce documents to a high standard. Support the US leadership team with any other reasonable requests, project work or administrative support. Champion Virgin Atlantic sustainability initiatives to secure team buy-in and engagement

Spirit Committee Co-ordination: Deliver a calendar of annual engagement events as requested by spirit committee members. Organize and manage appropriate space and facilities bookings, including (but not limited to) meeting rooms, food and beverage, entertainment, event invites, communications and special assistance. Track spend and manage annual Staff Entertainment budget

US Leadership Team Support: Provide cover for the Executive Administrator role, including managing all communications for the Senior Vice President, screening incoming calls, and responding to mail / emails. Attend US leadership team meetings to record meeting minutes and action items. Produce and distribute agendas and meeting minutes to attendees. Track and maintain attendance for all direct reports of the Senior Vice President, N.A. Also, approve PTO requests from the Leadership Team members’ direct reports when necessary.

About you

The ideal candidate will have a college degree preferred or equivalent in work experience. Minimum of one year experience of managing both remote and local events and meetings. Minimum of one year experience of dealing with suppliers and managing multiple contracts and Purchase Orders. Confident, tenacious and self-motivated, with high personal accountability and integrity. Organized, proactive approach when working independently without close supervision, and to prioritize/handle multiple tasks and deadlines. Willing to pick up tasks and run with them. Excellent written and verbal communication. Ability to work confidently and collaboratively with all levels of the organization to solve problems and maintain a professional relationship with all internal and external customers, maintaining the highest levels of discretion, confidentiality and diplomacy. Intermediate Outlook, PowerPoint, Word and Excel skills applied to a corporate environment. Ability to work flexible schedules, which may involve early arrival and/or late departure as well as on-call support for after-hours / weekend events. Knowledge of the travel industry desirable

The perks

Our pioneering spirit and passion keeps our brand vibrantly alive. That’s why we give our people the rewards that they deserve. We have a whole host of benefits in place to help you enjoy life to the full, as well as a world of travel opportunities including up to seven flights a year to a wide range of fabulous Virgin Atlantic global destinations. We also offer a competitive benefits package including pension and private medical schemes, life assurance, child care vouchers and excellent discounts across the Virgin Group of companies. We appreciate that life is busy, so when operationally possible remote working is available.

Be you – our differences make us stronger

Virgin Atlantic and Virgin holidays are equal opportunities employers and positively encourage applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. Our aim is to employ people who reflect the diverse nature of society which is why we strive to provide an inclusive environment where individuality is celebrated and we can unleash the potential of our brilliant mix of people.

Click here to follow us on LinkedIn and view our latest company updates and current live vacancies.

To all recruitment agencies: Virgin Atlantic does not accept unsolicited agency CVs. Please do not send unsolicited CVs to our job openings or to Virgin Atlantic employees. Virgin Atlantic is not responsible for any fees related to unsolicited CVs.