PROJECT SUPPORT ADMINISTRATOR

We believe tourism can, and must, play a key role in achieving a sustainable future for our world; so we’re convening the key players, and catalysing the necessary action, to change the impact of travel, for good. We are committed to being a driving force that redefines what it means to travel, helping everyone explore our world in a way that protects both people and places, and secures a positive future for destinations and local communities for generations to come.

We were founded in partnership with Booking.com, Expedia, Google, Skyscanner, Trip.com Group, Tripadvisor, and Visa. We now have eleven of the world’s leading companies and brands associated with travel working with us to make travel more sustainable.

Our working environment is fast paced and our working landscape changes continually. No two weeks are ever the same so we are looking for an adaptable individual who can thrive in this type of environment 

What does successful project support and administration look like at Travalyst?

As the Project Support Administrator at Travalyst, you will be the lynchpin between the Travalyst Product team and our growing and complex group of stakeholders. You will work closely with the EA to the CEO, the Product Managers and the Head of Strategy & Impact to agree weekly, monthly and quarterly priorities which will accelerate progress towards our mission, both on a strategic and operational level. In particular, you will help administer specific projects, such as our Accommodation Certifications Initiative (where you will manage submissions from and follow up with industry bodies) as well as oversee and enhance the organisation’s tools and systems to ensure the team works as efficiently as possible. You may also have a key role in organising and facilitating our Working Group meetings, which are at the heart of our work with our partners. You will have previously worked in travel, technology or sustainability and will be comfortable supporting a team across multiple time zones.

How do we work?

We are brave and humble, showing a willingness to embrace challenges head-on. We try new things, take risks, make educated guesses and move quickly to deliver impact. We are rigorous yet adaptable in the face of evolving challenges and opportunities. Most of all, we work closely and collaboratively showing care for each other and the planet we share, so excellent communication and collaboration skills are a must. We all work remotely, so rely heavily on video calls and other technology. We are not perfect, and pride ourselves by learning every day.

What you’ll get to do:

Project Support

• Helping set up project plans, creating workflows and tracking progress, including managing documentation
• Tracking progress and escalating any issues for resolution
• Scheduling regular meetings across the Travalyst stakeholder group and record decisions (e.g. assigned tasks and next steps)
• Preparing and providing documentation to internal teams and key stakeholders, including doing some research to help develop ideas and move projects forward.
• Acting as the point of contact for EAs and similar at core stakeholders and external partners, including gathering, documenting and updating availability from key stakeholders (e.g. working group participants) to make scheduling cross-company meetings as straight-forward as possible 
• Proactively seeking out opportunities for stakeholders (both Secretariat and wider Coalition) to meet virtually and in-person during/around scheduled events (e.g. conferences)
• Liaising with other staff members on behalf of the leadership team, when appropriate

Meeting Facilitation

• Responsibility for scheduling and preparing for key team and multi-stakeholder meetings involving both the Travalyst team as well our Coalition partners
• Support on keeping meeting quality high by ensuring agendas are sent, and each meeting is promptly followed up with Minutes and next steps (where appropriate)
• On occasion, taking minutes for key Secretariat and stakeholder meetings, liaising with project leads to sign off, circulate and file meeting minutes
• Proactively seeking ways to improve (recurring) meeting quality, by planning ahead and running sessions with stakeholders to gather feedback 
• Supporting on research, presentations and reports
• Ensuring all documents are filed correctly and updated accordingly in the internal/external shared drives.

Other Administrative Tasks

• Replying to or directing general enquiries, including management of website enquiries
• Troubleshooting simple IT problems, acting as point person with external IT providers when necessary
• Working closely with the EA to the CEO on shared administrative duties
• Supporting the organisation in complying with all necessary policies, procedures, legal and regulatory requirements
• Supporting the onboarding process for new employees
• Compiling and distributing weekly update reports and newsletters
• Ad hoc event planning and support.

What skills we’re looking for:

• Project administration or team assistant experience, in a multi-stakeholder context with exceptional organisational skills and successfully able to meet deadlines
• Experience of working in travel or sustainability and in supporting a team across multiple time zones
• A good command of English is essential
• Excellent communication, diplomacy and interpersonal skills
• High attention to detail and the ability to effectively manage multiple projects simultaneously
• A proactive approach to working with an ability to recognise and suggest areas for improvement to improve team collaboration and deliver greater value to the Coalition 
• A desire to work in a fast-paced, results-driven environment with varied responsibilities
• Comfortable working in a virtual-office environment (familiarity with Google Workspaces, Slack and Notion would be advantageous). Highly motivated and productive in that sort of remote environment
• Flexible, open to change and new information; is first to understand when team behaviours and work methods need to adapt to new information
• Recognises own strengths and weaknesses; pursues self-development and feedback
• Treats colleagues and partners with respect: considers and responds appropriately to the needs, feelings, and capabilities of different people
• A passion for sustainable travel
• A can do attitude, who demonstrates flexibility to adapt working priorities at short notice. 

An ‘Open to All’ employer, we warmly welcome everybody to the team. People of colour, LGBTQIA+ people, neurodiverse people, individuals with impairments, and parents are encouraged to apply. We encourage you to notify our team of your pronouns at any stage of your application. We are committed to making reasonable adjustments to the recruitment process as required. Please add any adjustment requests to your application.