Departure Media · 1 week ago
Executive Administrative Coordinator
Charleston, SC
Full-time
Onsite
Mid Level
$55K/yr - $70K/yr
3+ years expDeparture Media is a woman-owned advertising concessionaire based in Charleston, SC, specializing in airport advertising environments. The Executive Administrative Coordinator plays a vital role in supporting office functions and business development initiatives, providing comprehensive administrative support to the organization and the Director of Business Development.
AdvertisingAir TransportationService Industry
Responsibilities
Research and book complex travel itineraries, which may include international travel and multi-leg trips
Book conference registrations and sponsorships, and assist in the tracking & submission of related materials and documents
Track projected and actual costs associated with travel, conferences, and related activities, and track travel credits and usage
Manage and maintain records of subscriptions, association memberships, and renewal schedules
Conduct and document industry-specific research to support business development initiatives
Assist the Director, Business Development, in monitoring and tracking contract requirements, deliverables, and deadlines
Provide flexible support for various ad hoc tasks and projects as directed by the Director, Business Development
Maintain the company directory
Update the Passenger Traffic Statistics spreadsheet monthly
Distribute information to staff as requested
Answer and direct phone calls and voicemails
Set appointments and send calendar invites
Maintain an in-office calendar (staff time off, holidays, birthdays, anniversaries & major events)
Prepare, notarize, process, & file paperwork
Coordinate document shredding as needed
Serve as primary liaison with Property Management and Janitorial
Order & maintain office supplies, manage shipments, and maintain office cleanliness
Coordinate and schedule: Monthly teambuilding activity (ex: team lunch), Quarterly team volunteer events, Annual staff meetings and retreats, Holiday Party, All holiday gift giving, and staff birthday and anniversary cards & gifts, Weekly exercise classes (3x/week)
Create process documentation as requested
Run errands & drop off packages as needed
Book all staff travel
Provide additional administrative support for the home office as needed/requested
Qualification
Required
Comfortable using and navigating a Mac operating system
Proficiency in Microsoft 365 (Word, Excel, Outlook, PowerPoint, OneNote, OneDrive, SharePoint)
Ability to create and maintain spreadsheets and process documentation
Experience with event planning and coordination
Experience with calendar management and scheduling
Experience with travel booking and expense tracking
Ability to conduct industry-specific research and summarize findings
Strong written and verbal communication skills
Professional and courteous demeanor
Ability to build relationships with internal teams and external vendors
Discretion and confidentiality in handling sensitive information
High attention to detail and accuracy
Strong organizational and time management abilities
Flexibility and adaptability in managing shifting priorities
Initiative and resourcefulness in solving problems independently
Ability to manage multiple tasks and meet deadlines under pressure
Proactive thinker/ability to always be thinking 3 steps ahead
Dedication to going above and beyond to elevate the experience of our staff, partners, vendors, and clients
Demonstrate behaviors consistent with Departure Media's Core Values
Preferred
Bachelor's Degree preferred, or equivalent combination of education, training, experience, or military experience
3-5 years of experience in an administrative role is preferred, but relevant skills will also be considered
Access to a reliable vehicle and a valid driver's license
Ability to be in the Charleston, SC office daily
Ability to sit or stand at your workstation for extended periods of time
Company
Departure Media
Departure Media Airport Advertising is a woman-owned advertising concessionaire based in Charleston, SC.
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Leslie Bensen
CEO
Company data provided by crunchbase