Administration Assistant

In addition to a competitive compensation, this position is also eligible for a sign - on bonus after 90 days of employment!

KRA is seeking an Administrative Assistant experienced in travel management with a can-do attitude to be part of a fast-paced, results driven team. The Administrative Assistant will support various departments in the organization including Accounting, People and Culture, Communications, Operations and Executive Management. The ideal candidate must be detailed oriented, organized and committed to providing outstanding customer service.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

GENERAL SUPPORT

• Check and maintain general email Inboxes
• Answer incoming calls and address accordingly.
• Order business cards and other supplies as needed.
• Schedule meetings and assist with managing multiple calendars.
• Maintain DocuSign queue to ensure signers are processing documents timely.
• Maintain Microsoft Outlook contacts
  
  

PEOPLE AND CULTURE SUPPORT

• Assist with new hire documents
• Maintain electronic personnel files
• Assist with maintenance of staff training transcript
• Maintain organizational charts
  
  

COMMUNICATIONS SUPPORT

• Assist with the negotiation of sponsorships for industry related conferences and events.
• Assist with ordering of branded materials.
• Assist with compiling documents for publishing on the company website, constant contact and/or social media.
  
  

TRAVEL SUPPORT

• Research and book travel arrangements for staff, including flights, accommodations, and ground transportation.
• Prepare detailed itineraries for staff, including travel schedules, contact information, and accommodation details.
• Ensure travel bookings comply with company policies and budgetary guidelines.
• Act as the primary point of contact for staff regarding travel-related inquiries and assistance.
• Communicate with travel agencies, hotels, and airlines to negotiate rates and resolve any travel issues.
• Collect and verify travel-related invoices, receipts, and other supporting documentation for payment processing.
• Prepare expense reports for staff, ensuring accuracy and compliance with company policies.
• Track and monitor travel expenses to ensure adherence to budget constraints and report discrepancies.
• Maintain organized records of travel arrangements, expenses, and invoices for auditing and reporting purposes.
• Update and manage travel databases or software to ensure accurate tracking of employee travel activities.
• Assist in the development and training of travel policy updates to staff.
• Generate and distribute monthly travel expense reports for management review.
• Analyze travel spending trends and provide recommendations for cost savings and improved travel efficiency.
• Support the planning and coordination of staff travel for corporate events, conferences, or training sessions.
• Provide exceptional customer service to staff, addressing any concerns or issues related to travel arrangements promptly and efficiently.
• Seek opportunities to streamline travel processes and improve efficiency, implementing best practices as appropriate.
• Performs other duties as assigned.
  
  

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

CORE COMPETENCIES:

• Strong communication and interpersonal skills (verbal, written, and listening)
• Detail oriented with strong organizational and time management skills.
• Ability to function at a high level of discretion and confidentiality.
• Must be a self-starter and committed to completing tasks in a timely manner, which may include working additional hours and / or over the weekend as needed.
  
  

EDUCATION and/or EXPERIENCE:

• A minimum of 2 years of customer service experience in a fast-paced environment.
• A minimum of 2 years of Administrative Assistance experience supporting a multi-disciplinary team.
• A minimum of 2 years of travel management experience.
• Certification in Travel Management or Event Planning highly preferred (e.g., Travel and Tourism Professional (TTP), Certified Travel Associate (CTA), Certified Corporate Travel Executives (CCTE), Certified Meeting Professional (CMP), Certified Government Meeting Professional (CGMP), etc.)
  
  

OTHER SKILLS AND ABILITIES: Personal computer literacy required, including effective use of the Internet, e-mail, video conferencing (Zoom, Teams) and Microsoft Office (Word, Excel, PowerPoint and Outlook). Experience with ADP Workforce Now preferred.

PHYSICAL DEMANDS: While performing the duties of this job, the employee is regularly required to walk, sit, talk and hear. The employee must occasionally lift and/or move up to 25 pounds. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential function.

WORK ENVIRONMENT: The noise level in the work environment is usually moderate.

You will also have access to our comprehensive benefits package, which includes standard healthcare benefits, in addition to student loan repayment assistance, professional development funds, lifestyle wellness dollars, and so much more! For more information, please visit the KRA website: KRA Employee Benefits | KRA Corporation