Name:
Administrative Assistant III (temp) – Travel & Events department
Location: 4199 Campus Drive, 9th Floor, Irvine, CA
Job Posting Location - City, State:
Irvine, CA
Job Posting Location - Street:
4199 Campus Drive, 9th Floor
Work Type:
Full-time
Department:
Travel & Events

Description & Requirements

Come join our family at In-N-Out Burger!  

We have an excellent opportunity for a temporary, full time Administrative Assistant III on the Travel & Events team, located in the Irvine, CA* office.  This position will provide high-level administrative support to the Department Head of Travel & Events, as well as the department needs for the Travel & Events team.  The Administrative Assistant will:

*This position is full-time, in-office only.


General Responsibilities
  • TEMPORARY assignment, for the Travel & Events department 
  • This is a 5-month temp assignment, to cover while the current Admin is out on leave 
  • Responsible for all administrative tasks to the Department Head of Travel & Events
  • Assist the Department Head with special projects, organizing the calendar, including planning meetings, setting up travel, and arranging daily appointments
  • Coordinate an extensive travel schedule, both domestic and international
  • International trip planning experience is strongly preferred
  • Perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings  
  • Work closely with Accounting on department invoicing and PO system
  • Be available to assist with questions or concerns fielded towards the Department Head and when necessary, relay them to the Department Head or to the appropriate person
  • Answer phone calls and emails and inform the Department Head of any important messages that are received  
  • Reconcile the Department Head’s company credit card bill on a monthly basis
  • Assist with incentive trip mailings and distributions
  • Coordinate all department special events, including Travel & Event department parties, BTV, and lunches 
  • Regularly provide reports and financial data for the Department Head
  • Prepare meeting booklets for c-level meetings
  • Coordinate and publish the corporate events calendar, updating and communicating company-wide as necessary
  • Oversee the use of department vehicles
  • Coordinate the department’s vendor lists, communications and holiday greeting cards
  • Support the associates in the Travel & Events department as needed
  • Strive to develop strong working relationships with many individuals throughout the company as an extension of the Department Head, and the Travel & Events department as a whole

Work Schedule
  • Temporary assignment | Anticipated work dates: June 2022-November 2022*  
  • Full-time, Hourly, Non-Exempt 
  • Office Hours in Irvine, CA: Monday-Friday, 8:00 am-5:00 pm 
  • Department needs may call for occasional overtime
  • Occasional on-site presence required at local events to support Department Head, VIPs and Executives
  • Ability to travel, if requested

*Temp dates; work duration and hours subject to change



Qualifications
  • Minimum five (5) years experience in a high level administrative or Executive Assistant position, providing high-quality administrative and clerical assistance to top-level executives
  • Minimum five (5) years experience in an administrative position, preferably in the Travel and Event Planning field or Hospitality field 
  • Strong understanding of In-N-Out Burger culture; Highly Customer service oriented 
  • Strong understanding of In-N-Out Burger history  
  • International travel and trip planning experience 
  • Knowledge of and experience with Travel & Events terms and concepts are highly desirable
  • Proven ability to work on multiple projects simultaneously while remaining organized, detailed, and flexible; Strong organizational tendencies 
  • Ability to thrive in a fast paced and high pressure environment
  • Friendly demeanor and positive attitude.  Must be able to “smile with your voice” 
  • Excellent knowledge of MS Office Suite (Word, Excel, PowerPoint)
  • Excellent written and verbal communication skills 
  • Ability to communicate and interact professionally with all levels of management 
  • Act as a trusted partner to management, displaying the highest levels of integrity 
  • Proven history of providing outstanding customer service while proactively troubleshooting and problem solving 
  • Ability to work autonomously/independently, yet be an integral part of an overall team environment 
  • Desire to learn constantly, and willingness to try new approaches to administration 


ABOUT In-N-Out Burger

In-N-Out Burger was founded in 1948 by Harry and Esther Snyder in Baldwin Park, California, and remains privately owned and operated. Under the direction of the Snyder family, the company has opened restaurants throughout California, Nevada, Arizona, Utah, Texas, Oregon and Colorado. In-N-Out Burger’s menu has remained the same since 1948, and we have maintained a simple philosophy – serve only the highest quality product, prepare it in a clean and sparkling environment, and serve it in a warm and friendly manner. We have built a reputation for fresh, made-to-order foods prepared and served by friendly, well trained Associates.

In-N-Out Burger offers a competitive salary and comprehensive benefit package. We are an Equal Opportunity Employer by choice. Should there be a need, In-N-Out Burger will provide a reasonable accommodation to complete the interview process upon request.