POSITION SUMMARY:
Responsible for assisting the Tour Director Operations (TDO) team with scheduling and administrative support. This role has a strong emphasis on staff communication, both written and verbal, to ensure the successful day-to-day operations on tours. Must have a strong attention to detail and be able to work in a fast-paced environment. Must deal consistently, professionally and discreetly with a variety of situations and deadlines. Required to work within a team structure and to prioritize among multiple tasks.

KEY RESPONSIBILITIES:

Systems management for staff and students, including:

• Creating and maintaining scheduling grids/workbooks
  • Regular manual crosschecks with scheduling team members to ensure all information is accurate and up to date (tour status and guest counts)
• Import all Tour Director Schedule information manually from the Scheduling grid into the Scheduler system.
• Inventory management
  • Will work directly with operations department to manage cabins and student inventory on river, land, and small ship cruising tours.
• AS400 Management
  • Build Tour Director lines and manage all functions & confirmations in AS 400
• Manage Staff Training
  • Train new staff on internal intranet system and booking system
• Tour Director & Office Communication
  • Will assist with the communication between the Tauck office and Tour Directors.
  • Will be in charge of communicating tour confirmations with Tour Directors (90 day advance x 4 times a year p/TD) and Pre-stays
  • Oversee Scheduling mailboxes
  • Oversee and maintain TDAlert spreadsheet
• Managing key administrative duties including:
  • Reading and collating information from staff surveys (water)
  • Liaising with Operations team regarding tour opener assignments and basic scheduling questions
  • Manage the travel 45 day email process
  • Manage the travel Allowance / pay deduction spreadsheet
• Will include regularly working in and managing internal systems (Scheduling, Workbooks, AS400, Travel Planner)
• Other administrative tasks and assisting with special projects on a needed basis.
• Assist with the planning and execution of the annual Tour Director Seminar

KNOWLEDGE/SKILL REQUIREMENTS:

• Bachelor’s degree and five + years related personnel or logical scheduling experience
• Demonstrated intermediate to advanced skills in Microsoft Office (MS Word, Excel, Outlook, and PowerPoint)
• Exceptional oral and written business communications skills to communicate the Tauck Brand
• Ability to exhibit professionalism and excellence in dealing with challenging situations; handles pressure and stressful situations with grace and composure.
• Strong administrative skills and proven ability to develop systems to manage simultaneous detailed and timeline driven processes
• Ability to multi task and shift responsibilities quickly and frequently