The Travel Assistant

The company  is an international association in Brussel.

• Assist and report directly to the  Coordinator

• Manage travel arrangements for special cases and report on these cases; 

• Supporting the other members of the travel team by teaching them product specifications & processes; 

• Assign incoming communications from travellers within the travel team; 

• Monitor Facebook Group activity and provide support in responding to queries; 

• Processing invoices and track/supervise spending

• Adherence to existing SoPs and financial guidelines

• De-escalate disagreements and orchestrate resolutions (conflict management)

• Coordinate registrations & travel bookings; 

• Coordinate & follow-up with clients on registration matters; 

• Create rooming list & follow-up closely with hotel suppliers: 

• Registration & travel related file management; organising and opening of matters, closing of files, archiving and ensuring that all relevant documents are filed electronically, and paper based, when required; 

• On-site registration support if needed; 

• Provide financial reports for travel & accommodation. 

Project Management Assistance

• Support the team on the organisation of congresses and conferences on some specific tasks assigned by the EU Project Director

• Advocate a high level of service attitude and professionalism, which includes industry 



Internal use

• Respect timelines and critical dates and related action items

• Self-management without constant intervention from a Manager

• Prioritise daily tasks and project assignments

• Assist with all source project-related third-party suppliers appropriately and effectively, in line with procurement guidelines

• Ensure operational excellence and be 'Quality Obsessive'

 

Admin, IT & Tools

• Complete procedures, documents, forms, reports that are essential to the day-to-day operations of project/ events. Master the systematic use of  & other available templates, tools & IT systems

 

You have a bachelor or master degree

You have no experience, or max. 1 year 

Languages: English and any other language is an asset

You are detail-oriented and like to help others.

You are a team player, customer oriented and joyful 

Basic computer skills: Office Outlook and Excel