Key Responsibilities
Site Visit & Executive Logistics
- Own end-to-end readiness and logistics for all U.S.-based and international visitors to the PH site, often coordinating multiple visits per week.
- Coordinate airport transportation, hotel-to-office transportation, and daily on-site movements, ensuring visitors have a seamless experience throughout their stay.
- Serve as the primary point of contact for the on-site travel and transportation vendor.
- Coordinate daily employee shuttle transportation to and from the site, supporting operational efficiency and parking constraints.
- Partner closely with the on-site transportation vendor to manage vehicle assignments, drivers, routing changes, and real-time scheduling updates.
- Proactively manage capacity constraints related to vehicles and transportation programs, escalating and coordinating alternative solutions when needed.
- Provide optional recommendations for local sightseeing when requested, aligned with company policies.
Meetings, Agendas & Calendars
- Coordinate meeting rooms, schedules, and logistics for leadership meetings, executive reviews, and external engagements.
- Publish and distribute agendas prepared by Operations, and oversee their execution, ensuring alignment and adherence.
Events & Town Halls
- Lead logistics for large-scale site events, including town halls, leadership visits, and special meetings.
- Coordinate food ordering for events in alignment with company guidelines and vendor processes.
- Support external media meetings and executive engagements, providing full logistical coordination.
Finance & Vendor Management
- Maintain strong working relationships with internal stakeholders and external service providers to ensure high service levels.
- Coordinate with Operations leaders and US partners to ensure logistics expenses are accurately raised, estimated, and approved.
- Manage cash advances and corporate credit cards; ensure proper expense documentation (cash advances filed by Operations leaders).
- Support timely liquidation/reimbursement of funds and submission of required documentation
Qualifications & Experience
- Bachelor's degree required.
- 3–5 years of experience supporting senior leaders or executives in administrative, operations, meeting planning, or travel coordination roles.
- Demonstrated experience coordinating complex logistics, multiple stakeholders, and overlapping priorities.
- Strong attention to detail with exceptional follow-through and organizational skills.
