Executive Travel & Events Coordinator (879)

Basic Function

Assists with the coordination of domestic and international travel arrangements, meeting schedules and logistical and payment support for visiting Saudi Aramco (SAO) Corporate and Executive Management, CEO, Chairman, Board Members, and Aramco Services Company (ASC) 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 attending events worldwide.

Duties & Responsibilities

Executive Support : Coordinates travel itineraries and secures airline, accommodation, and ground transportation for SAO Corporate and Executive Management, CEO, Chairman, Board of Directors, ASC President, subsidiaries, and their dependents.

Coordinates with counterparts at SAO and keeps stakeholders abreast of schedule and logistical plans. Utilizes ASC and SAO support functions and their contracted vendors as required.

Maintains the high confidentiality of all travel arrangements. Provides accurate payment reconciliation for expenses.

• Board of Directors Meetings : Provides planning and development of SAO Board Meetings worldwide and may provide on the ground logistical support for SAO Chairman, CEO, Board Members and dependents during SAO Board Meetings and other executive visits worldwide.
• Business Relationships : Develops relationships with and frequently performs site visits to evaluate premier accommodation, transportation, event, dining and entertainment venues in key cities with high-level awareness of local protocol requirements.

Source premier gifts, goods and services.

Relevant Job Requirements : 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.

Business Center Administration : Coordinates use of ASC 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.

• Company-wide Social Events : Assists in the coordination of internal ASC social and business events, meetings and recognition activities.
• Administrative Requirements : Maintains accurate records and accounting of meeting and travel expenses. Reconciles all invoices and expense reports for the ES Team.

Assists with annual, quarterly and monthly department budget updates.

Performs other duties as assigned.

Education and Experience

• Bachelor's degree in hospitality or related field of study.
• Related experience in the hospitality (hotel or catering) industry preferred. Administrative Assistant experience to executive level management preferred.
• Knowledge of latest technologies for virtual meetings, communications, 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.

Emphasis on the ability to anticipate needs, comprehension of the larger picture, and ability to quickly adapt to change.

• independently compose written communications and develop presentation slides and spreadsheets befitting 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.
30+ days ago