Coordinator, Global Partnerships in London

Virtuoso® is the leading global travel agency network specializing in luxury and experiential travel. This by-invitation-only organization comprises over 1,200 travel agency locations with more than 20,000 travel advisors in 58 countries throughout North America, Latin America, the Caribbean, Europe, Asia-Pacific, Africa and the Middle East. Drawing upon its preferred relationships with 2,800 of the world’s best hotels and resorts, cruise lines, airlines, tour companies and premier destinations, the network provides its upscale clientele with exclusive amenities, rare experiences and privileged access. Annual sales of (U.S.) $35 billion make Virtuoso a powerhouse in the luxury travel industry.

The Coordinator, Global Partnerships supports the Director Global Partnerships and the team and interacts with partners as required. Provides overall administrative functions for the department. Assists with Virtuoso marketing, events and initiatives which drive the partners’ production and increases engagement.

Essential duties and responsibilities include the following:

• Assist with day-to-day aspects of the partnerships teams and provide administrative support.
• Schedule meetings, coordinate calendars, invite speakers and other participants (Outlook, Teams, Zoho, etc.).
• Follow up on any action items.
• Responsible for the distribution of external partner communications (Newsletters, Surveys, Emails, etc.).
• Maintain internal dashboards, Smartsheets and documentation on v.com.
• Event Administration & Management: Maintain and track partner allocation, record RTAs, Approvals for all company events. Liaise with Partners for event registration and questions. Send event reminders to complete registration, assist with registrations as needed, enter partner credits.
• Assist with event planning as needed (setting appointments, meetings, follow-ups, etc.).
• Billing & Accounting: Collaborate with the Account Managers to ensure Engagement plan billing is properly recorded in systems. Work with accounting to solve issues with invoices/billing and other related issues. Log Account credits using the Accounting Smartsheet and other forms. Liaise with Accounting team as needed to ensure partners submit surveys and payment.
• Zoho and Other Administrative Systems: Audit Partner profiles and briefs to ensure they are updated and complete. Run audit reports. Upload documentation to Partner profiles (strategy documents, contracts, insertion orders, notes, etc.). Monitor the team's Zoho Activities. Run and share regular KPI reports for GPR Leadership.
• Support projects as required (product development, supplier products, Editorial Mentions).
• Support Director and Account Managers as directed.

Educational and Skills Requirements:

• High School Diploma required; Bachelor’s Degree preferred.
• 2+ years of travel industry experience highly desired.
• Strong office support and customer service skills.
• Excellent verbal, written and presentation skills.
• Excellent organizational skills and an extremely high level of accuracy and attention to detail.
• Ability to multitask, prioritize, and problem solve in a deadline driven environment.
• Possess a level of excellence in Microsoft Office products, especially Excel, Outlook, PowerPoint, and Word as well as MS Teams.

Travel Requirements:

Infrequent travel may be required to attend company events (1-3 trips per year). Travel will be primarily domestic but may include some international.

Type/Nature of Contacts:

External: Daily contact with various external contacts/suppliers. Internal: Daily contact with Virtuoso staff.