Team Assistant

**Travalyst is a non-profit organisation working to identify - and help bring about - the systemic changes needed in order for sustainable travel to be taken out of the niche, and into the mainstream.**

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.

**What does successful team management look like at Travalyst?**

As a Team Assistant at Travalyst, you will be the lynchpin between the Travalyst Product and Partnerships team and our growing and complex group of stakeholders. You will work closely with the EA to the CEO and the Head of Product & Partnerships 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 manage and co-ordinate schedules to ensure the team works as efficiently as possible. You will have previously worked in travel or sustainability and will be comfortable supporting a team across multiple time zones.

**How do we work?**

We try new things, take risks, make educated guesses and move quickly. Most of all, we work closely and collaboratively, so adaptability, excellent communication and collaboration skills are a must. We all work remotely. We are a fully remote team, 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**:
**Scheduling**
- Diary management, primarily for the Head of Product & Partnerships but also supporting other team members on occasion. The team are distributed across multiple time zones
- Booking business travel arrangements, including flights, transportation, and accommodation.
- Acting as the point of contact for EAs and similar at core stakeholders and external partners
- Continuously gather, document and update availability from key stakeholders (e.g. working group participants) to make scheduling cross-company meetings as straight-forward as possible
- Proactively seek out opportunities for stakeholders (both Secretariat and wider Coalition) to meet virtually and in-person during/around scheduled events (e.g. conferences)
- Liaising with the teams that support the senior representatives from our Coalition Partner organisations
- Liaising with other staff members on behalf of leadership team, when appropriate

**Meeting facilitation**
- Responsibility for scheduling and preparing for key team and multi-stakeholder meetings
- Support on keeping meeting quality high by ensuring agendas are sent, and each meeting is followed up with an overview of 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 seek 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 filled correctly and updated accordingly in the Internal/External Shared drives

**Office management**
- Support the Head of Product & Partnerships and Partnerships with administrative tasks related to relationship management and/or onboarding (e.g. sending NDA and/or other Travalyst documentation)
- 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
- Maintaining contact lists and working with the Head of Product & Partnerships others to maintain an electronic filing system, ensuring good information flow
- 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

**HR & Other**
- Supporting the onboarding process for new employees
- Maintaining current organisational chart, including key roles and responsibilities
- Working with other members of the team to support a strong, hybrid team culture
- Compilation and distribution of weekly update reports and newsletters
- Ad hoc event planning and support

**What skills we’re looking for**:

- 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
- Proficiency 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 a