In this role, you manage travel arrangements and logistics for employees and events, ensuring compliance with policies while fostering strong relationships with travel agencies and service providers.
Anforderungen
- •Bachelor’s degree or diploma in related field
- •Certification in Travel Coordination is a plus
- •Some professional experience in administration
- •Experience with travel booking platforms is desirable
- •Exposure to corporate travel is advantageous
- •Strong organizational skills
- •Excellent communication and interpersonal skills
- •High attention to detail and accuracy
- •Basic negotiation skills with providers
- •Proficiency in Microsoft Office and management software
- •Ability to work under pressure
- •Fluent in German; good command of English
- •Proactive and reliable with discretion
- •Positive attitude and team player
- •Strong sense of confidentiality
Deine Aufgaben
- •Coordinate domestic and international travel arrangements.
- •Ensure travel itineraries are accurate and compliant.
- •Maintain an internal travel calendar and booking log.
- •Research and book hotels aligned with preferences.
- •Negotiate corporate rates with preferred hotels.
- •Handle changes and cancellations promptly and effectively.
- •Act as primary contact for travel agencies.
- •Monitor travel agency performance and service quality.
- •Collect feedback from travelers for service improvement.
- •Review agency invoices and bookings for accuracy.
- •Prepare travel expense forecasts and track spending.
- •Generate monthly or quarterly travel activity reports.
- •Maintain organized records of all bookings and invoices.
- •Assist in planning logistics for internal and external events.
- •Coordinate travel and accommodation for event attendees.
- •Support registration and logistical tasks during events.
- •Ensure travel arrangements comply with company policies.
- •Provide clarification on travel policy guidelines.
- •Propose improvements to travel processes based on feedback.
Original Beschreibung
# Junior Travel and Events Assistant (Internship)
**CHE Baden** | **Full time**
The **Junior Travel and Events Assistant** supports the coordination of business travel and events by handling travel bookings, hotel arrangements, and monitoring the quality of services provided by travel agencies. This role ensures smooth logistics, cost-efficiency, and compliance with company travel policies.
Reporting to the Travel and Expense Manager and functionally to the Executive Assistant to CEO & Chairman, you will support us in the following domains: Travel, Accommodation, and Events.
Your responsibilities:
**1. Travel Coordination**
* Coordinate domestic and international travel arrangements for employees and guests, including flights, trains, and ground transportation.
* Ensure travel itineraries are accurate, compliant with company policies, and communicated clearly to travelers.
* Maintain an internal travel calendar and booking log for visibility and planning purposes.
**2. Hotel and Accommodation Booking**
* Research and book appropriate hotels and accommodations aligned with traveler preferences and corporate travel policy.
* Maintain relationships with preferred hotels and negotiate corporate rates where possible.
* Handle changes, cancellations, and urgent accommodation needs promptly and effectively.
**3. Travel Agency Liaison & Quality Monitoring**
* Act as the main contact point between the company and contracted travel agencies.
* Monitor performance and service quality of travel agencies (response time, accuracy, traveler satisfaction, etc.).
* Collect traveler feedback and report findings to improve service delivery.
* Conduct periodic reviews of agency invoices and bookings for accuracy and cost-efficiency.
**4. Administrative and Reporting Tasks**
* Prepare travel expense forecasts and track actual spend against budget.
* Assist in generating monthly or quarterly travel activity and cost reports.
* Maintain organized records of all bookings, invoices, and communication with agencies.
**5. Event Support (Optional / as Needed)**
* Assist in the logistical planning of internal meetings, workshops, and external events.
* Coordinate travel and accommodation for event attendees.
* Support onsite registration, transportation, and other logistical tasks during events.
**6. Policy and Compliance Support**
* Ensure all travel is arranged in compliance with internal travel policies.
* Provide support and clarification to employees regarding travel policy guidelines.
* Propose improvements to travel processes and policies based on user feedback and industry trends.
Your background:
**Education:**
* Bachelor’s degree (ongoing) or diploma in Tourism, Hospitality, Business Administration, Event Management, or a related field.
* A certification in Travel Coordination, Event Planning, or similar is a plus.
**Experience:**
* Some professional experience in administrative support, travel coordination, hospitality, or event logistics.
* Experience working with travel booking platforms (e.g., Amadeus, Sabre, Concur, Booking.com, Expedia for Business, etc.) is highly desirable.
* Exposure to corporate travel or event planning processes is advantageous.
**Skills and Competencies:**
* Strong organizational skills with the ability to handle multiple tasks and prioritize effectively.
* Excellent communication and interpersonal skills, with a service-oriented mindset.
* High attention to detail and accuracy in managing bookings and itineraries.
* Basic negotiation skills when dealing with travel providers and hotels.
* Proficiency in Microsoft Office (Excel, Word, Outlook) and travel/expense management software.
* Ability to work under pressure and respond flexibly to last-minute changes.
* Fluent in German; good command of English or other languages is an asset.
**Personal Qualities:**
* Proactive and reliable with a sense of responsibility and discretion.
* Positive attitude, team player, and willingness to learn.
* Strong sense of confidentiality when handling sensitive travel data and executive itineraries.