Administrative and Executive Support Specialist

Company Description

Departure Media Airport Advertising is a woman-owned advertising concessionaire based in Charleston, SC. Since 1996, we have been creating unique airport advertising environments that engage each passenger. We manage first-class display programs in various airports to capture travelers' attention while complementing terminal aesthetics. Departure Media's experienced team develops strategic plans to expose organizations to decision-makers through backlit billboards, three-dimensional displays, kiosks, sponsorships, and floor exhibits. Our airport marketing campaigns build brand awareness locally, regionally, and nationally, making it the most influential medium for brand building.

Role Description

This full-time Administrative and Executive Support Specialist (AESS) plays a vital role in ensuring the 

smooth operation of both general office functions and strategic business development initiatives. The AESS will report to the Director, Business Development. This position provides comprehensive administrative support to the organization, including managing calendars, coordinating travel, organizing events, and maintaining office systems. In addition, the role offers direct and specialized support to the Director of Business Development, assisting with complex travel arrangements, conference registrations, 

industry research, and proposal coordination. The ideal candidate is highly organized, proactive, and adaptable, with the ability to manage multiple priorities and contribute to both day-to-day operations and long-term business goals. This will be accomplished with acute attention to detail, a high level of organizational skills, and a collaborative team player attitude. 

Job Responsibilities

Executive Support to Director of Business Development 

• Research and book complex travel itineraries, which may include international travel and multi-leg trips
• Book conference registrations and sponsorships, and assist in the tracking & submission of related materials and documents
• Track projected and actual costs associated with travel, conferences, and related activities, and track travel credits and usage 
• Manage and maintain records of subscriptions, association memberships, and renewal schedules
• Conduct and document industry-specific research to support business development initiatives
• Assist the Director, Business Development, in monitoring and tracking contract requirements, deliverables, and deadlines
• Assist with administrative tasks related to responses to Requests for Proposals (RFPs), including gathering information, formatting documents, and tracking deadlines
• Provide flexible support for various ad hoc tasks and projects as directed by the Director, Business Development

Office Administrative Support

• Maintain the company directory
• Update the Passenger Traffic Statistics spreadsheet monthly
• Distribute information to staff as requested
• Answer and direct phone calls and voicemails
• Set appointments and send calendar invites 
• Maintain an in-office calendar (staff time off, holidays, birthdays, anniversaries & major events
• Prepare, notarize, process, & file paperwork 
• Coordinate document shredding as needed
• Serve as primary liaison with Property Management and Janitorial
• Order & maintain office supplies, manage shipments, and maintain office cleanliness
• Coordinate and schedule weekly, monthly, quarterly and annual internal meetings
• Create process documentation as requested
• Run errands & drop off packages as needed
• Book all staff travel
• Provide additional administrative support for the home office as needed/requested

 Skills & Competencies

• Comfortable using and navigating a Mac operating system
• Proficiency in Microsoft 365 (Word, Excel, Outlook, PowerPoint, OneNote, OneDrive)
• Ability to create and maintain spreadsheets and process documentation
• Experience with event planning and coordination
• Experience with calendar management and scheduling
• Experience with travel booking and expense tracking
• Ability to conduct industry-specific research and summarize findings
• Strong written and verbal communication skills
• Professional and courteous demeanor
• Ability to build relationships with internal teams and external vendors
• Discretion and confidentiality in handling sensitive information
• High attention to detail and accuracy
• Strong organizational and time management abilities
• Flexibility and adaptability in managing shifting priorities
• Initiative and resourcefulness in solving problems independently
• Ability to manage multiple tasks and meet deadlines under pressure
• Proactive thinker/ability to always be thinking 3 steps ahead
• Dedication to going above and beyond to elevate the experience of our staff, partners, vendors, and clients
• Demonstrate behaviors consistent with Departure Media’s Core Values

Minimum Qualifications

• Bachelor’s Degree preferred, or equivalent combination of education, training, experience, or military experience.
• 3-5 years of experience in an administrative role is preferred, but relevant skills will also be considered
• Access to a reliable vehicle and a valid driver’s license.
• Ability to be in the Charleston, SC office daily
• Ability to sit or stand at your workstation for extended periods of time

Salary Range

$55,000-$70,000 based on experience