Administrative & Travel Coordinator

This is an exceptional opportunity to work with a multinational organization dedicated to making a difference

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Reporting to the Senior Manager, Administrative Services, the **Administrative & Travel Coordinator**is responsible for providing administrative support across the organization as led by the Senior Manager, Administrative Services.

The Administrative & Travel Coordinator provides well-organized office management to the Waterloo office, administration services and travel and security support all while ensuring MEDA’s welcoming and inclusive culture is felt by all employees and guests who attend the office.

**Job Status**: Full-Time, Maternity Leave Contract

**Start Date**: March/April 2025

**Location(s)**:Kitchener-Waterloo (in-person, five days a week)

**Perks**: Health benefits, retirement savings plan and vacation

**MAIN RESPONSIBILITIES INCLUDE**:

- Administrative/Office Support (60%)_
- Provide general administrative support at the Waterloo Office location which includes greeting visitors, answering calls, managing general mailboxes, coordinating incoming/outgoing mail and sending out weekly newsletters to employees
- Manage and coordinate the scheduling of weekly meetings including booking meeting rooms, making catering arrangements and providing tech support as needed
- Support division and department SharePoint organization and maintenance
- Procure corporate office supplies and equipment, as well as assisting with maintenance of office equipment as needed
- Send forms to new employees on BambooHR and follow up to ensure completion.
- Provide backup support to Senior Manager, Administrative Services and Corporate executive assistants
- Support Resource Development team in processing and submitting donations, receipting and mailings along with making bank deposits
- Prepare and submit expense reports along with processing all invoices for expenses related to the office through NetSuite
- Fulfill duties related to office maintenance, including but not limited to opening/closing the office, ensuring meeting and common spaces are tidy, assisting staff with ad hoc requests, setting up workstations for new employees, etc.
- Monitor and support security access cards for both MEDA and tenant staff and visitors
- Travel Arrangements and Reconciliation (15%)_
- Coordinate travel guidelines and SP site based on information provided by travel agents, or changes in visa rules, etc.
- Support staff in utilizing MEDA’s travel system for travel and accommodation bookings and ensure that all required information is present - flight itineraries, local accommodations, and contacts for each destination; follow up with travellers as needed or for missing information
- Ensure back-up coverage and training on all procedures related to travel
- Keep track of and send out an updated list of staff to Corporate Traveller
- Escalate issues with travel expenses as needed
- Visa Support (15%)_
- Support and provide access to visa support and resources for MEDA travellers (executives, staff, consultants, volunteers, tour participants and board members) as needed
- In conjunction with external provider provide direct support to MEDA staff with complex visa requirements
- Maintain files of supporting documents required for visas (i.e., overseas office registrations, expat staff work visas, passports, visa photos etc.)
- Travel Security Support (10%)_
- Manage travel approvals through NetSuite; when received, create Purchase Order and send to Corporate Traveller (MEDA’s vendor)
- Register North American travellers with the Embassy as needed
- Send weekly travel reports to Manager and Security Consultant
- Any other duties and/or requirements as assigned_

**REQUIREMENTS**

**Education**:College diploma,**bachelor’s degree or a relevant mix of education and experience

**Skills and Experience**:

- 3+ years’ relevant experience in a multi-national professional working environment.
- Knowledge of travel and visa support requirements required providing direct support in travel and visa fulfillment
- Good knowledge of H&S legislation and requirements for office settings in Ontario
- Familiarity with office machines and equipment
- Appreciation and support of MEDA’s mission, vision, and values
- Understanding of business principles, international development and MEDA’s approach of creating business solutions to poverty
- Superb and proven verbal and written communication skills
- Efficiency in organizing and prioritizing several tasks at once.
- A personable, energetic, polished demeanor, team player with willing attitude
- Strong organization, prioritization and project management skills
- Effective interpersonal skills and excellent communication skills
- Strong customer service orientation and problem-solving ability
- Experience in financial budgeting and reporting, including basic accounting
- Excellent attention to detail
- Strong skills in Microsoft Office programs including Word, Excel, PowerPoint, Outlook an