Executive Administrative Coordinator

Reports to:

Director, Business Development

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, sponsor ships, and floor exhibits.

Our airport marketing campaigns build brand awareness locally, regionally, and nationally, making it the most influential medium for brand building.

This is a full-time onsite role located in Charleston, SC. The Executive Administrative Coordinator (EAC) plays a vital role in ensuring the smooth operation of both general office functions and strategic business development initiatives. The EAC 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.

• Research and book complex travel itineraries, which may include international travel and multi-leg trips
• Book conference registrations and sponsor ships, 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
• Provide flexible support for various ad hoc tasks and projects as directed by the Director, Business Development

• 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:
  • Monthly teambuilding activity (ex: team lunch)
  • Quarterly team volunteer events
  • Annual staff meetings and retreats
  • Holiday Party
  • All holiday gift giving, and staff birthday and anniversary cards & gifts
  • Weekly exercise classes (3x/week)
• 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

• Comfortable using and navigating a Mac operating system
• Proficiency in Microsoft 365 (Word, Excel, Outlook, PowerPoint, One Note, One Drive, SharePoint)
• 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
  
  Preferred 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