Administrative Assistant/Travel Coordinator

Position Summary: The Administrative Assistant will provide administrative and operational support for People & Culture, certification processes, and travel coordination. This role is responsible for maintaining CRM databases, facilitating certification calls, and managing a travel portfolio for employees and leadership. The ideal candidate is highly organized, detail-oriented, proficient in administrative systems, and able to manage multiple deadlines while maintaining accuracy and confidentiality.

Essential Duties and Responsibilities:

• Administrative Support:
  • Prioritize and manage incoming communications (phone calls, emails, mail), responding or redirecting as appropriate.
  • Greet and welcome visitors in a professional and courteous manner
  • Manage the front desk area, including maintaining a clean and organized reception space
  • Schedule appointments, meetings and conference room bookings
  • Receive, sort and distribute mail and deliveries
  • Assist with administrative tasks such as data entry, filing and document preparation
  • Maintain office supplies and coordinate with vendors as needed
  • Support internal teams with special projects and general office operations

• Certification Support:
  • Provide high-level administrative support to new and existing MBE’s requesting application status and updates
  • Assist users with basic system login issues such as password resets, account lockouts, and access guidance
  • Escalate technical problems to the IT department when necessary
  • Provide administrative support  to the Certification Department

• Travel Support:
  • Arranging travel for employees: Involves booking flights and accommodations
  • Managing Itineraries: to create and oversee travel itineraries, ensuring all details align with travel requirements. Communicate travel plans with staff travelers
  • Monitoring travel policy compliance: Ensuring adherence to company travel policy and addressing any issues that arise
  • Coordinating the scheduling of hotel or base housing accommodations as applicable
  • Coordinating vehicles and scheduling pick-up and drop-off times
  • Assisting in processing necessary travel documentation

Qualifications & Experience:

• Associate’s degree or equivalent work experience in administrative support and customer service
• Strong Microsoft suite skills including Word, Excel, PowerPoint, Teams, and Outlook
• Ability to multi-task with minimal supervision
• Ability to effectively communicate with various levels of internal and external stakeholders including C-Suite executives
• Strong communication, presentation, and organizational skills
• Knowledge of travel management and coordination
• Excellent phone etiquette

 Core Values:

• Creative Problem Solving - We institute creative problem-solving techniques to ensure every perspective and option has been considered before moving forward with a solution and to drive excellence.
• Thoughtful Collaboration - We believe in thoughtful collaboration, understanding that every action we take, either solo or as a collective, impacts the rest of the NMSDC team and the NMSDC Network.
• Adaptable - As we ask our MBEs to adapt to the ever-changing economic landscape, we too must remain adaptable to ensure we meet the needs of our stakeholders at every turn.
• Future Focused - To grow and connect MBEs, we must be future-focused, not only understanding the landscape of today, but where that landscape may shift in another 5, 10 years.
• Resilient - As DEI attacks get closer and closer to the work that NMSDC performs, we must remain steadfast and resilient to ensure we can continue to support MBEs when and where they need us.

 Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk, and hear. The employee must frequently use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must occasionally lift and or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.

Work Environment

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be provided to enable individuals with disabilities to perform essential functions.

While performing the duties of this Job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.