Office Support Specialist

Internova Travel Group; Beverly Hills (CA); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401k Plan

Paid time off

Employee travel discounts

Job summary

Internova Travel Group’s Global Travel Collection is seeking an Office Support Specialist to provide administrative support to the Beverly Hills office. You will greet visitors, manage calendars, answer calls and emails, and assist with facilities and events to ensure smooth daily operations.

The role is fully on-site in Beverly Hills, requiring strong organization, excellent communication skills, and a customer-first mindset. 2+ years in administration plus MS Office proficiency are expected.

Qualifications

• Bachelor’s degree or equivalent experience required.
• 2+ years in an Administrative Assistant role.
• Travel industry experience is not required but a plus.
• Excellent customer service skills.
• Excellent verbal and written communication with strong interpersonal skills across phone, email, and in person.
• Proficient in MS Word, Excel, PowerPoint and Outlook.
• GDS familiarity recommended, but not required; willingness to become proficient.
• Accounting back-office experience is a plus.
• Strong team player with organizational skills, self-motivated and flexible.
• Ability to anticipate problems, think ahead and manage risks.
• Ability to work independently and complete tasks in a fast-paced environment.

Responsibilities

• Provide exemplary customer service and support for Travel Advisors and clients.
• Greet and assist visitors, clients and vendors professionally.
• Answer phones and emails, and route requests appropriately.
• Manage multiple calendars using MS Outlook and schedule vendor meetings.
• Open/close the office daily and maintain a welcoming reception area.
• Monitor the office email inbox and route requests accordingly.
• Welcome vendors visiting the office for scheduled appointments.
• Multi-task to meet deadlines and expand skills continuously.
• Manage office space calendar for meetings, events and visits.
• Provide basic technical support and escalate as needed.
• Ensure compliance with in-office visit protocols and security processes.
• Assist with office access management and facilities coordination.
• Support seating, visitor desk setup and office moves or projects.

Skills

Customer service

Verbal communication

Written communication

Interpersonal skills

Organizational skills

Team player

Independent work

Problem solving

Time management

Education

Bachelor’s degree or equivalent experience

Tools

MS Office Suite (Word, Excel, PowerPoint, Outlook)

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.
• Cover telephones, answer and direct incoming calls and emails and assist with other administrative tasks.
• Manage multiple calendars using MS Outlook which includes a high volume of vendor meeting scheduling, coordinating 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
• Proficient in use of Microsoft Office Suite to include 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 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.