Operations Assistant - Travel & Meetings
Z's Associates, Inc

ZS is a professional services firm that works side by side with companies to help develop and deliver products that drive customer value and company results. From R&D to portfolio strategy, customer insights, marketing and sales strategy, operations and technology, we leverage our deep industry expertise and leading-edge analytics to create solutions that work in the real world. Our most valuable asset is our people-a fact that's reflected in our values-driven organization in which new perspectives are integral and new ideas are celebrated. ZSers are passionately committed to helping companies and their customers thrive in industries ranging from healthcare and life sciences, to high-tech, financial services, travel and transportation, and beyond.

ZS' Corporate Support teams operate the firm's core internal enterprise functions. Our global teams comprise team-oriented, pragmatic and results-driven people who thrive in a challenging work environment. Our people come from diverse backgrounds but share a passion for quality customer service and dedication-whether our customer is a client or another ZS employee.

Administrative Services provides support services to ZS professionals as they complete their work. The administrative services team provides administrative support, travel-planning operations, catering coordination and facilities management.

Operations Assistant- Travel and Meetings
We seek an experienced and organized Meetings and Travel Assistant. This position provides in person and virtual meetings logistics support to our meeting sponsors for our internal meetings, including learning, space summits and corporate meetings. They also provide travel logistics support to domestic and international travelers within an office. The position reports to the Operations Manager- Meetings and Travel.

Responsibilities:

• • Research, book and issue domestic and international airline tickets/travel for employees relocating to different ZS offices;
  • Partner with ZS global recruiting to book domestic and international airline tickets for interviews as well as various internal program initiatives
  • Coordinate with the internal meetings team to manage ground transportation manifests, hotel room blocks and book travelers on preferred vendors;
  • Maintain travel vendor relationships through consistent communication with the goal of fostering strong and mutually beneficial partnerships;
  • Be a single point of contact for internal teams to learn about the travel program, ask travel related questions and assist with coordinating itineraries;
  • Attend trainings as necessary with preferred vendors;
  • Maintain expertise knowledge of the corporate travel industry, such as fare classes with various airlines;
  • Co-Manage Travel Email Inbox
  • Adhoc projects and other administrative duties as assigned

• Source venues and/or virtual meeting platforms
  • Gather specifications from meeting sponsor
  • Source in Cvent based on specifications
  • Create venue cost comparison of venues available using template
  • Research ratings on available venues
• Contract venues
  • Work with senior team members to negotiate best rates, concessions and contract terms with venue
  • Work with senior team members to ensure contracts have standard ZS language and clauses as well as all meeting requirements listed correctly
  • Get approval on final contract from manager & meeting sponsor
  • Review contracts with Legal as needed and upload fully executed contracts in Onit
• Onsite support
  • Provide onsite support for day of meeting at hotel/meeting location for the entire duration of the meeting
  • Develop relationships with hotel AV and banquet staff
• Administration
  • Maintains and updates ZS Meetings calendar, SharePoint and One Note using established best practices
  • Manage ZS Meetings email box and respond to emails as needed
• Work on ad hoc projects (meetings or travel related) as assigned by the Travel and Meetings Manager or Meeting Coordinators.

Qualifications:

• College diploma required;
• Up to three (3) years relevant work experience as an Administrative/Travel Assistant required, preferably in a professional services environment;
• Background in HTM desirable;

• Computer fluency with MSOffice (Word, PowerPoint, Excel and Outlook), SAP, Chrome River, Zeno and Concur desirable;
• Fluency with Sabre Red a plus;
• Strong oral and written communication skills;
• Professional appearance and demeanor with ability to exercise good judgment and discretion;
• Attention to detail, dependability/punctuality;
• Proactive self-starter with ability to manage a wide variety of tasks and meet deadlines;
• Experience working both independently and with a team in a demanding environment;

• Positive outlook and sense of humor appreciated.

ZS is a global consulting firm. Fluency in English is required; additional fluency in at least one European or Asian language is desirable.

Candidates must possess or be able to obtain work authorization for their intended country of employment.

ZS offers a competitive compensation package with salary and bonus incentives, complete medical/dental/life insurance programs and retirement savings benefits. ZS is an equal opportunity employer and is committed to providing equal employment and advancement opportunities without regard to any class protected by applicable law.

ZS is committed to providing and maintaining a safe workplace. Must have received or be willing to receive the COVID-19 vaccination by date of hire to be considered. Proof of vaccination will be required. Religious/Medical Exemptions can be requested on a limited basis upon hire.

NO AGENCY CALLS, PLEASE.

#LI-MM2

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