Administrative Assistant

About the Role: Administrative Assistant at BCD Meetings & Events

Start your journey with BCD Meetings & Events (BCD M&E), a global leader in creating impactful human connections through meetings and events. As an Administrative Assistant, you will join the Meetings Management Team in a remote full-time capacity, based out of Bangalore, India. This role is perfect for a detail-oriented professional eager to grow in a dynamic and purpose-driven environment.

A Culture of Purpose

BCD M&E prides itself on a culture defined by its people – perfectionists, artists, strategic thinkers, and industry leaders. We believe in inspiring, motivating, and changing behavior for our customers. Headquartered in Chicago with a global presence in 50+ countries, BCD M&E fosters a passionate and purposeful environment, committed to driving success for customers, business, and employees alike.

Key Responsibilities of an Administrative Assistant

As an Administrative Assistant, you will play a crucial role in supporting Project Managers with various tasks related to congress and meeting activities, ensuring timely, accurate, and compliant management of all actions. Your responsibilities will include:

• Submitting rooming lists into CAMS/Passkey to ensure accurate accommodation arrangements for participants, coordinating and verifying all details.
• Opening congresses in CAMS (Congress and Meeting System), entering event information, and managing updates throughout the congress lifecycle.
• Preparing welcome letters and confirmation letters tailored for each Congress, ensuring consistent communication and professional presentation.
• Managing congress-related email communication via CAMS/Passkey, including reminders and follow-ups.
• Providing reconciliation support by assisting with expense tracking, invoice processing, and financial reporting related to congress activities.
• Maintaining and updating various Excel lists to track tasks, suppliers, and budgets, ensuring stakeholders remain up to date with accurate information.
• Supporting various Excel lists to keep them current (e.g., Broker list).
• Opening Projects in Qondor and keeping them updated with correct figures.
• Supporting Project Managers in collecting supplier invoices and credit notes, and sending them to VIM/Accounting.
• Assisting Project Managers with inquiries from accounting (e.g., missing invoices for credit card payments).

What We're Looking For

We are seeking a candidate who brings the following to our team:

• Prior experience in an administrative assistant or a related position.
• Proficiency in Microsoft Office, with a particular emphasis on Excel.
• Ability to thrive in a fast-paced and constantly changing environment.
• Exceptional organizational skills, accuracy, and keen attention to detail.
• Good command of English with strong communication skills; German language skills are a plus.
• Travel industry experience is preferred but not required.

About BCD Meetings & Events

BCD M&E is a market leader in travel management, helping individuals and companies travel smart and achieve more. With operations in over 100 countries and a majority of our 10,000+ people working virtually, we are committed to sustainability and driving success for our customers. We offer a dynamic, flexible, and virtual work environment that fosters work-life balance and celebrates diversity.

Your Life at BCD

Joining BCD means connecting, collaborating, and celebrating. You'll experience a virtual, dynamic, and flexible work environment designed to support a good work-life balance. We offer:

• Flexible working hours and remote opportunities.
• Opportunities for skill development and career growth.
• Generous vacation days for rest and recharge.
• A fair compensation package, including mental, physical, and financial wellbeing tools.
• Professional perks and discounts within the travel industry.
• An inclusive work environment that celebrates diversity.

Key Skills/Competency

• Administrative Support
• Microsoft Excel
• Organizational Skills
• Attention to Detail
• Communication Skills
• Invoice Processing
• Data Entry
• Financial Reporting
• Event Coordination Support
• Travel Industry Knowledge