Program Assistant – (Seattle-Based)

Job Summary

An STS Program Assistant is a well-rounded, team player that supports the STS Program Managers. They assist in the management of the event transportation process including the planning and execution of events.

Key Office Responsibilities
• Assist with booking vehicle vendor services for events
• Maintaining staff W-9’s, completed program files, vendor files
• Sign and print production for transportation programs
• Running errands – printing, office supplies, etc.
• Shipping materials and supplies for staff from city to city
• Answering telephones, handling faxes, preparing notebooks, preparing staff and vendor confirmations, final payment letters
• Preparing Requests for Proposals (RFP) from vendors
• Preparing vehicle and staff allocations for Program Managers & Logistics Managers
• Setting up vendor and staff meetings for Program Managers & Logistics Managers

Key On-site Program Responsibilities

• Providing on-site assistance as directed by program managers
• Travel to events (5% – 10% of year)
• Attend meetings with the client, vendors, and staff to discuss changes and strategies
• Assist PM’s in managing staff
• Assist PM’s in managing vendors
• Respond to last minute changes

Required Skills

• Project management skills
• Demonstrates good judgement
• Ability to support numerous projects simultaneously under deadline pressure
• Self-starter that requires minimal oversight
• Excellent customer service skills
• Relationship builder
• Comfortable working within a team environment
• Ability to communicate confidently over the phone, through email and in person
• Outstanding attention to detail but also able to see the big picture
• Comfortable traveling with team members
• Ability to work long hours during events
• Microsoft Office product suite proficiency