Administrative Assistant III - Travel and Events

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

We have an excellent opportunity for a full-time Administrative Assistant III in the Travel and Events Department, located in the Franklin, TNoffice. This position will provide high-level administrative support to the Director of Travel & Events.

• Provide comprehensive administrative and organizational support to the Director of Travel & Events, ensuring efficient daily operations and timely execution of priorities.
• Manage the Director’s calendar, including scheduling appointments, coordinating meetings, reserving meeting spaces, inviting appropriate attendees, and preparing agendas and supporting materials.
• Coordinate all business travel arrangements for the Director, including flights, rental cars, hotel accommodations, ground transportation, and detailed travel itineraries.
• Prepare, draft, proofread, and distribute professional correspondence, reports, presentations, and other departmental communications on behalf of the Director.
• Develop and maintain professional presentation materials, including PowerPoint decks, reports, and supporting documents for department meetings and senior leadership.
• Assist with meeting preparation and follow-up, including compiling materials, documenting key discussion points, tracking action items, and communicating next steps as needed.
• Partner closely with the Director and Accounting to support departmental budget management, invoice processing, expense tracking, and financial reporting.
• Reconcile the Director’s company credit card transactions and prepare accurate monthly expense reports in accordance with company policies and deadlines.
• Serve as a point of contact for inquiries directed to the Director, responding when appropriate and ensuring timely communication or escalation to the appropriate individuals.
• Monitor and assist with incoming phone calls, emails, and inquiries related to department initiatives and company-wide events, keeping the Director informed of important updates or concerns.
• Coordinate communications, correspondence, and mailings with internal partners, external vendors, and other key stakeholders.
• Support the planning and coordination of Travel & Events Department gatherings, including department meetings, leadership lunches, team-building activities, and other internal functions.
• Maintain organized departmental records, files, calendars, contact lists, and administrative resources to ensure information is accurate, accessible, and up to date.
• Track important deadlines, deliverables, and outstanding requests, proactively following up with appropriate individuals to ensure timely completion.
• Anticipate administrative needs, identify opportunities to improve processes, and proactively recommend solutions that enhance the Director’s and department’s overall efficiency.
• Handle sensitive information, personnel matters, and confidential communications with professionalism, sound judgment, and discretion.
• Build and maintain strong, collaborative working relationships with associates, department leaders, senior leadership, and external partners while serving as a professional extension of the Director and Travel & Events Department.
• Demonstrate flexibility and adaptability in managing shifting priorities, time-sensitive requests, and the evolving needs of a dynamic department.
• Assist with special projects, department initiatives, and additional administrative responsibilities as assigned by the Director of Travel & Events.

• Full-time, Hourly, Non-Exempt
• Office
  
  Hours:
  
  Monday-Friday, 8:00 am-5:00 pm
• Pay Range is $30.50-$35.00 an hour
• The above represents the expected pay range for this job requisition. Ultimately, in determining your pay, we will consider your experience and other job-related factors
• Department needs may call for occasional overtime
• Occasional on-site presence required at local events to support Director of Travel and Events , VIPs and Executives
• Ability to travel, if requested
• Excellent Benefits, to include Medical, Dental, Vision, Life Insurance, Profit Sharing Plan and 401(k) Plan

• Strong understanding of In-N-Out Burger culture and history
• 5+ years experience in a high level administrative or Executive Assistant position, providing high-quality administrative and clerical assistance to top-level executives
• Travel booking and planning experience
• Knowledge of and experience with Hospitality and Events terms are highly desirable
• Proven ability to work on multiple projects…