Client Visit Coordinator

The Client Site Visit Coordinator and the Executive Assistant provides an advanced level of support to upcoming visits with complex organizational responsibilities independently. He/she serves as the primary support and acts as a liaison between the his/her organization and client site. In some cases and within pre-agreed limits he/she may independently complete assigned non-routine tasks to meet goals under supervision and may work in a team environment. The level of support requires a good understanding of the executives’ organization, along with the business knowledge to communicate and work effectively with the executive’s organization and clients.


Key Responsibilities:

• Logistic support in connection with planning visit and travel (kick of call to collect information and requirements of visitors)
• Develop relationships with clients and their support team
• Anticipate travel needs of visit and independently coordinate complex travel arrangements, typically involving multiple changes and obligations ( hotel reservation; taxi transport)
• Onsite support ( meeting room reservation; following of approval process for special mtg room catering and refreshment order ; printing , other ad hoc requests; Entry cards arrangements)
• Support existing and potential client within a CDO center (hotel reservation; taxi order; organizing reservation in local restaurants)
• Arrange and coordinate meetings within a center if applicable. Handle routine and non-routine logistics (e.g. contact meeting participants and coordinate responses, compose meeting materials and follow-up correspondence with input ; provides/organizes catering services for meetings).
• Attendance on platform mtg / meeting minutes
• Coordinate work with third-party suppliers – both internal and external – to address support needs and issues on behalf of the visit
• Arrange conference calls, video conferences involving a global audience
• Manage event calendar for CDO Outsourcing center and calendar to DDC management team
• Event planning for CDO Tech management
• Keep reporting on weekly or monthly basis (feedback report; RT tool; CEE reporting; etc)
• Basic EA support on ad hoc bases and cover back up solutions
• Signature request: tracking through Signature and Archive process, notary upon needs
• Ariba order for internal / client meetings
• Travel arrangements to DDC management (purchase of flight tickets; hotel booking through On Line Booking Tool (OBT) ; taxi orders in/ out Bratislava)
• MyTE submission and support management team including AMEX statement reimbursement

Education: Secondary School, University degree.

Work Experience: Requires a minimum of 2 years of progressively responsible secretarial and administrative experience.
Work Requirements: N/A


Knowledge and Skill Requirements:

• Able to quickly absorb new information regarding clients/projects/processes and tools.
• Advanced knowledge of Word, Excel and PowerPoint applications.
• May also require working knowledge of other office software applications.
• Excellent interpersonal and communication skills.
• Able to work well with all levels of management, staff, other team members, outside clients and vendors.
• Deep work experience within each function.
• Advanced multi-tasking skills.
• Deep knowledge of executive business-related preferences.
• Ability to independently solve problems and make recommendations.
• Excellent follow-up skills.