Operations Assistant - Travel & Meetings
United States || 54 Days Ago
Category :Vacant
Country :United States
Evanston
publish date :2024-03-26
Description
ZS is a place where passion changes lives. As a management consulting and technology firm focused on transforming global healthcare and beyond, our most valuable asset is our people. Here you’ll work side-by-side with a powerful collective of thinkers and experts shaping solutions from start to finish. At ZS, we believe that making an impact demands a different approach; and that’s why here your ideas elevate actions, and here you’ll have the freedom to define your own path and pursue cutting-edge work. We partner collaboratively with our clients to develop products that create value and deliver company results across critical areas of their business including portfolio strategy, customer insights, research and development, operational and technology transformation, marketing strategy and many more. If you dare to think differently, join us, and find a path where your passion can change lives. Our most valuable asset is our people. At ZS we honor the visible and invisible elements of our identities, personal experiences and belief systems—the ones that comprise us as individuals, shape who we are and make us unique. We believe your personal interests, identities, and desire to learn are part of your success here. Learn more about our diversity, equity, and inclusion efforts and the networks ZS supports to assist our ZSers in cultivating community spaces, obtaining the resources they need to thrive, and sharing the messages they are passionate about. Learn more ZS’ Corporate Support teams operate the firm’s core internal enterprise functions. Our global teams comprise team-oriented, pragmatic and results-driven people who thrive in a challenging work environment. Our people come from diverse backgrounds but share a passion for quality customer service and dedication—whether our customer is a client or another ZS employee. Administrative Services provides support services to ZS professionals as they complete their work. The administrative services team provides administrative support, travel-planning operations, catering coordination and facilities management. Operations Assistant- Travel and Meetings We seek an experienced and organized Meetings and Travel Assistant. This position provides in person and virtual meetings logistics support to our meeting sponsors for our internal meetings, including learning, space summits and corporate meetings. They also provide travel logistics support to domestic and international travelers within an office. The position reports to the Operations Manager- Meetings and Travel. Responsibilities: Research, book and issue domestic and international airline tickets/travel for employees relocating to different ZS offices; Partner with ZS global recruiting to book domestic and international airline tickets for interviews as well as various internal program initiatives Coordinate with the internal meetings team to manage ground transportation manifests, hotel room blocks and book travelers on preferred vendors; Maintain travel vendor relationships through consistent communication with the goal of fostering strong and mutually beneficial partnerships; Be a single point of contact for internal teams to learn about the travel program, ask travel related questions and assist with coordinating itineraries; Attend trainings as necessary with preferred vendors; Maintain expertise knowledge of the corporate travel industry, such as fare classes with various airlines; Co-Manage Travel Email Inbox Adhoc projects and other administrative duties as assigned Source venues and/or virtual meeting platforms Gather specifications from meeting sponsor Source in Cvent based on specifications Create venue cost comparison of venues available using template Research ratings on available venues Contract venues Work with senior team members to negotiate best rates, concessions and contract terms with venue Work with senior team members to ensure contracts have standard ZS language and clauses as well as all meeting requirements listed correctly Get approval on final contract from manager & meeting sponsor Review contracts with Legal as needed and upload fully executed contracts in Onit Onsite support Provide onsite support for day of meeting at hotel/meeting location for the entire duration of the meeting Develop relationships with hotel AV and banquet staff Administration Maintains and updates ZS Meetings calendar, SharePoint and One Note using established best practices Manage ZS Meetings email box and respond to emails as needed Work on ad hoc projects (meetings or travel related) as assigned by the Travel and Meetings Manager or Meeting Coordinators. Qualifications: College diploma required; Up to three (3) years relevant work experience as an Administrative/Travel Assistant required, preferably in a professional services environment; Background in HTM desirable; Computer fluency with MSOffice (Word, PowerPoint, Excel and Outlook), SAP, Chrome River, Zeno and Concur desirable; Fluency with Sabre Red a plus; Strong oral and written communication skills; Professional appearance and demeanor with ability to exercise good judgment and discretion; Attention to detail, dependability/punctuality; Proactive self-starter with ability to manage a wide variety of tasks and meet deadlines; Experience working both independently and with a team in a demanding environment; Positive outlook and sense of humor appreciated. Perks & Benefits: ZS offers a comprehensive total rewards package including health and well-being, financial planning, annual leave, personal growth and professional development. Our robust skills development programs, multiple career progression options and internal mobility paths and collaborative culture empowers you to thrive as an individual and global team member. We are committed to giving our employees a flexible and connected way of working. A flexible and connected ZS allows us to combine work from home and on-site presence at clients/ZS offices for the majority of our week. The magic of ZS culture and innovation thrives in both planned and spontaneous face-to-face connections. Considering applying? At ZS, we're building a diverse and inclusive company where people bring their passions to inspire life-changing impact in global healthcare and beyond. We are most interested in finding the best candidate for the job and recognize the value that candidates with all backgrounds, including non-traditional ones, bring. If you are interested in joining us, we encourage you to apply even if you don't meet 100% of the requirements listed above. ZS is an equal opportunity employer and is committed to providing equal employment and advancement opportunities without regard to any class protected by applicable law. To Complete Your Application: Candidates must possess or be able to obtain work authorization for their intended country of employment. ZS is committed to providing and maintaining a safe workplace. In order to keep its employees safe, ZS recommends that all its employees and contractors be fully vaccinated against COVID-19. Proof of vaccination can be voluntarily provided upon acceptance of offer of employment. NO AGENCY CALLS, PLEASE. Find Out More At: www.zs.com
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