Office Support Specialist

Global Travel Collection; Beverly Hills (CA); On-site; USD 42,000 - 61,000; Full time

Benefits offered by this job

Medical plans

Dental plans

Vision insurance

FSAs

Life insurance

AD&D

Parental leave

Paid time off

401k with match

Employee travel discounts

LinkedIn Learning access

Pet insurance

Auto/home renters insurance

Job summary

Global Travel Collection is seeking an Office Support Specialist for our Beverly Hills, CA location. This on-site role supports Travel Advisors and the office team with administrative tasks, calendar management, visitor coordination, and basic technical help.

We seek a candidate with a Bachelor’s degree or equivalent and at least 2 years in an administrative role. Proficiency in MS Office and strong communication are essential; GDS familiarity is a plus.

Qualifications

• Bachelor’s degree or equivalent experience required.
• 2+ years of experience in an Administrative Assistant role.
• Travel industry experience is not required but a plus.
• Excellent customer service skills.
• Excellent verbal and written communication skills with strong interpersonal communication skills in all modes of communications, whether by phone, email, or in person.
• Proficiency in Microsoft Office Suite, including MS Word, MS Excel, MS PowerPoint and MS Outlook.
• Familiarity and experience with GDS recommended, but not required; willingness and dedication to become GDS proficient.
• Accounting back-office experience a plus.
• Strong team player, organizational skills, self-motivated, driven, and flexible.
• Ability to think ahead, anticipate problems and risks.
• Ability to work independently, follow through and complete tasks.
• Work effectively in a fast-paced environment.

Responsibilities

• Provide exemplary customer service and support for Travel Advisors, Independent Travel Advisors, and their customers.
• Greet and assist visitors, clients and vendors in a professional and friendly manner.
• Coverage of telephones, answering and directing incoming calls and emails, and assistance with other administrative tasks.
• Manage multiple calendars using MS Outlook, including a high volume of vendor meeting scheduling, coordination, and confirmation.
• Daily opening/closing of office and maintenance of the reception area to ensure it is organized and welcoming.
• Monitor and manage reception office email box and route requests appropriately.
• Welcome and facilitate the company’s current and prospective vendors who visit the office for a scheduled appointment.
• Multi‑task to ensure that every matter assigned is addressed timely and appropriately, always meeting deadlines, and taking the initiative to learn, practice and expand skills.
• Calendar: Manage office space calendar for meetings, events and office visits.
• Technical Support: Provide basic assistance with issues regarding computers and phone by escalating to the PCHelp & Telecom departments when needed.
• Compliance: Monitor and manage office visit Ad Hoc forms. Comply with all in‑office visit protocols in place.
• Administrative & Facilities Assistance: Assist with office access management including registering visitors in security system and working with facilities to provide key cards.
• Support Office Seating and assignments, and visitor desk setup.
• Assist with office events, meetings and holiday decorations.
• Support office moves, buildouts and special projects as needed.

Skills

Customer service

Verbal and written communication

Organizational skills

Team player

Self-motivated

Attention to detail

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

MS Outlook

GDS

Job description

Overview

Global Travel Collection (GTC), part of Internova Travel Group, is the most influential collection of international luxury travel agencies. More than 1,500 GTC advisors are industry leaders in providing premium travel services to leisure travelers, corporate executives and the entertainment industry. GTC’s combined global reach and leverage translate into value, recognition and preferential treatment for its world traveler clients.

Responsibilities

The Office Support Specialist will require previous experience in providing administrative support to ensure efficient operations of the office, strong organization and communication skills, and experience with customer service. The Office Support Specialist is a non-exempt (hourly) employee, who will be taught the fundamentals of the travel industry and will be directed and supervised by the Operations Supervisor on all tools necessary to fully support the staff associated with the office location in which they are assigned.

This is a fully on-site position based in our Beverly Hills, CA office.

• Provide exemplary customer service and support for Travel Advisors, Independent Travel Advisors, and their customers.
• Greet and assist visitors, clients and vendors in a professional and friendly manner.
• Coverage of telephones, answering and directing incoming calls and emails, and assistance with other administrative tasks.
• Manage multiple calendars using MS Outlook, including a high volume of vendor meeting scheduling, coordination, and confirmation.
• Daily opening/closing of office and maintenance of the reception area to ensure it is organized and welcoming.
• Monitor and manage reception office email box and route requests appropriately.
• Welcome and facilitate the company’s current and prospective vendors who visit the office for a scheduled appointment.
• Multi‑task to ensure that every matter assigned is addressed timely and appropriately, always meeting deadlines, and taking the initiative to learn, practice and expand skills.
• Calendar: Manage office space calendar for meetings, events and office visits.
• Technical Support: Provide basic assistance with issues regarding computers and phone by escalating to the PCHelp & Telecom departments when needed.
• Compliance: Monitor and manage office visit Ad Hoc forms. Comply with all in‑office visit protocols in place.
• Administrative & Facilities Assistance: Assist with office access management including registering visitors in security system and working with facilities to provide key cards.
• Support Office Seating and assignments, and visitor desk setup.
• Assist with office events, meetings and holiday decorations.
• Support office moves, buildouts and special projects as needed.

Qualifications

• Bachelor’s degree or equivalent experience required.
• 2+ years of experience in an Administrative Assistant role.
• Travel industry experience is not required but a plus.
• Excellent customer service skills.
• Excellent verbal and written communication skills with strong interpersonal communication skills in all modes of communications, whether by phone, email, or in person.
• Proficiency in Microsoft Office Suite, including MS Word, MS Excel, MS PowerPoint and MS Outlook.
• Familiarity and experience with GDS recommended, but not required; willingness and dedication to become GDS proficient.
• Accounting back‑office experience a plus.
• Strong team player, organizational skills, self‑motivated, driven, and flexible.
• Ability to think ahead, anticipate problems and risks.
• Ability to work independently, follow through and complete tasks.
• Work effectively in a fast‑paced environment.

Pay And Benefits

Our benefit offerings include choice of two medical plans and two dental plans, vision insurance, flexible spending accounts (FSAs), company‑paid life insurance and AD&D, optional additional life insurance and AD&D, disability insurance, paid parental leave, paid time off, 401k Plan with company match, discounted employee travel options, access to LinkedIn Learning webinars and courses. Discounted pet insurance and auto, home, & renters insurance.

The salary range on this job posting/advertising has been developed to give applicants a wide range to comply with pay transparency laws in all states and geographical areas. Many factors, such as years of experience, geographical location, budget etc., are considered when determining the starting rate of pay. The salary range posted represents the pay range for U.S. candidates. If the job posting indicates that the role is available for international candidate consideration, the salary range will be based on the local market for the country where the candidate would be working.

This role may be eligible for an incentive, commission, bonus, or a discretionary bonus program based on the company’s financial goal achievement and individual performance.

Internova Travel Group is an Equal Opportunity Employer. We make employment decisions without regard to age, race, religion, national origin, gender, disability, veteran status, genetic information, sexual orientation and gender identity or any other protected class.