Administrative Assistant 3 - Travel and Events

General Responsibilities  

• 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. 

Work Schedule + Benefits 

• 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 

Qualifications 

• 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 simultaneously while remaining organized, detailed, and flexible; Strong organizational tendencies with thorough execution 
• Excellent knowledge of MS 365 and Office Suite (Word, Excel, PowerPoint) 
• Experience with Asana or other project management software highly preferred 
• Ability to thrive in a fast paced and high pressure environment with a passion for processes and systems 
• Friendly demeanor and positive attitude.  Must be able to “smile with your voice” and be customer service oriented 
• 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 and confidentiality 
• 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, Colorado, Washington, Idaho and Tennessee. In-N-Out Burger’s menu has remained the same since 1948. 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 benefits package. We are an Equal Opportunity Employer by choice. Should there be a need, In-N-Out Burger will provide reasonable accommodation to complete the interview process upon request.