Job Description

Key Responsibilities:

Administrative Support

• Manage Outlook calendars for portfolio team, schedule meetings, and coordinate logistics
• Draft and proofread correspondence and documents
• Maintain records and files within the Backstop CRM system
• Assist with invoice processes; reconcile accounts and verify records
• Ensure accurate documentation and timely task completion
• Utilize Microsoft Outlook, Word, Excel, PowerPoint, and web-based databases

Travel Coordination

• Book domestic and international travel (air, hotel, ground transportation)
• Build complex international travel itineraries
• Troubleshoot travel issues and recommend solutions
• Promote cultural and security awareness when traveling outside of countries of origin
• Prepare Budget Division Authorizations (BDAs) and reimbursement forms
• Ensure compliance with all travel policies and procedures

Required Skills & Abilities:

• Strong office management and organizational skills
• Excellent written and verbal communication
• Ability to prioritize work and operate independently
• Strong customer service orientation; effective with diverse groups
• Knowledge of international travel requirements (visas, passports, immunizations)

Qualifications:

• 3–5 years of administrative experience
• Minimum 2 years coordinating heavy international business travel (Sabre or Concur experience a plus)
• Strong geography and international destination knowledge preferred
• Completion of HS Diploma or equivalent + 4 years administrative experience or associate degree + 2 years’ experience or equivalent combination of education and experience