Administrative Assistant (Travel & Visa Intern)
Job Description
This position is primarily for educational or religious purposes and should be used for providing valuable educational experiences for the Intern. It is to give the Intern an opportunity to see how principles and practices learned in their educational institutions are applied in actual work setting. Under general supervision, the Intern performs work as assigned by the Department. The Administrative Assistant Travel & Visa Intern will be engaged on a six months fixed term non-renewable contract and reports to the Travel Supervisor.
Responsibilities
- Assist with clerical tasks such as filing, scanning, and organizing travel-related documents (e.g., passports, visas, flight itineraries).
- Compile visa application packets, verify accuracy of submitted materials, and create schedules for visa interview appointments.
- Input and update travel information in organizational systems or databases.
- Coordinate and communicate with missionaries, families, priesthood leaders, and other stakeholders regarding travel plans.
- Arrange visa interviews, ground transportation pickups, and any necessary preparatory briefings for missionaries.
- Track the status of visa applications and make follow-up calls to immigration/travel vendors as needed.
- Travel Research for different countries, airfare options, or accommodation availability.
- Prepare onboarding materials for missionaries related to travel policies and cultural expectations in their destination countries.
- Maintain a detailed log of travel activities, expenses, and documents for auditing or reporting purposes.
- Offer a point of contact for questions or concerns from missionaries and families related to travel plans.
- Assist in managing unexpected travel disruptions or emergencies, ensuring affected missionaries receive timely help.
Qualifications
- Must be worthy of a Temple Recommend
- Bachelor’s degree or Diploma in Travel & Tourism, Business Administration, International Relations, or a related field.
- Strong understanding of visa application procedures, travel documentation, and immigration policies.
- Familiarity with airline ticketing, itinerary planning, and travel booking systems.
- Excellent interpersonal, collaboration, and communication skills, with a strong emphasis on customer service.
- High level of integrity and ability to maintain confidentiality when handling sensitive documents and information.
- Strong problem-solving skills with the ability to anticipate travel-related challenges and provide solutions.
- Ability to work under pressure, prioritize multiple tasks, and meet strict deadlines.
- Detail-oriented, organized, and able to manage multiple customer requests and assignments efficiently.
- Ability to work independently while contributing to the team’s strategic goals.
- Experience using travel management software and digital tools for visa and ticketing processing.
- Knowledge of international travel regulations, embassy procedures, and foreign affairs policies.