Corporate VIP and Travel Coordinator

The Corporate VIP and Travel Coordinator is responsible for orchestrating seamless, high-end experiences for guests, executives, and clients. This role requires a balance of exceptional customer service, meticulous attention to detail, and the ability to discreetly anticipate and fulfill company needs in a fast-paced environment. The expectation is that this role will handle the end-to-end guest experience at our HQ facility. Additionally, this role attends to all AIRmax needs; including the intake of usage requests, the approval process of the requests, coordination with our third-party plane manager, and all details associated with the flight, outlined below. 

Primary Responsibilities:

• Coordinate and schedule all visitor meetings onsite, utilizing the VIP process where necessary
• Manage the SharePoint form for VIP Requests, ensuring that all details are provided and clearly understood
• Create an agenda to be provided to all attendees, external and internal
• Coordinate and schedule all necessary travel like flights, hotels and rental cars
• Ensure that all guests are entered into Envoy 
• Provide external guests with detailed travel and arrival information
• Schedule facility reservations for all direct support personnel (both internal and/or external) including but not limited to conference rooms, Teams video conferencing, and Envoy System
• Secure tour guide, appropriate for the visitor
• Send calendar invites to necessary Nutramax team members 
• Coordinate meals, both onsite and off-site (off-site dinners as necessary)
• Ensure that snacks and drinks are available in conference rooms
• Create gifts, as necessary, for VIP guests
• Management of plane software, Airplane Manager
• Coordinate and schedule all travel for AIRMax to include confirmation of flights with our third-party airplane manager, coordination of rental car and other travel related requirements as necessary
• Coordinate commercial airline reservations including international travel for all direct support personnel 
• Coordinate hotel accommodation and car services, if needed, for all direct support personnel 
• Communicate effectively with Corporate Affairs team members and other departments within the organization, and function within a team environment
• Participate in cross-training in other areas of the Corporate Affairs team
• Assist in other areas of Corporate Affairs as needed
• Perform other assigned duties and follow verbal and written instructions issued by Supervisor/management to meet company goals and objectives.
• Communicate effectively with other departments within the organization and function within a team environment.
• Regular attendance is required.

Requirements:

• Ability to develop strong, positive relationships with external and internal stakeholders 
• Strong interpersonal communication skills and the ability to form and maintain professional working relationships with a diverse group of individuals 
• Strong, proven written and oral communication skills
• Ability to organize and manage projects in a fast-paced, rapidly changing, visible, deadline-oriented environment
• Ability to prioritize and re-prioritize quickly
• Ability to multi-task and produce quality work under strict deadlines
• Has excellent and efficient working knowledge of PowerPoint, Word, Excel and Adobe programs
• Regular attendance is required.