Administration, Travel Advisor

This is a fully remote position, open to applicants in Virginia.

📋 Description

• Provide administrative, travel, event, and logistics support for the Fellowship Program and Alumni Network team.

• Plan, procure, and manage comprehensive travel arrangements for fellows and staff.

• Coordinate international air and ground transportation, accommodations, meeting venues, and ensure compliance with travel policies.

• Source itineraries for travelers from remote, underserved, or difficult-to-reach locations.

• Manage travel approvals and security clearances for high-risk or restricted routes.

• Oversee travel insurance and medical coverage for fellows, including claims and incident support coordination.

• Provide emergency travel assistance and resolve logistical issues.

• Create pre-departure traveler packages that include event guides, itineraries, local logistics, and contact information.

• Plan and implement program events, meetings, workshops, and seminars in in-person, virtual, and hybrid formats.

• Support both in-person and online training initiatives.

• Organize and assess alumni engagement events, monitoring costs, attendance, and return on investment.

• Negotiate and manage contracts for vendors and group accommodations, including RFPs and room blocks.

• Monitor budgets, process traveler reimbursement claims, and compile post-event expense reports and reconciliations.

• Enhance systems, tools, and workflows utilized to manage the fellowship program.

• Perform additional duties as assigned.

⛳️ Requirements

• 7 years of professional experience in administration, travel, logistics, events, or a related field.

• A bachelor’s degree or a relevant combination of education and experience.

• Conceptual understanding of theories, practices, and procedures in administration, international travel, logistics, events, or program support.

• Capability to execute routine assignments using established procedures and seek guidance when necessary.

• Proficiency in solving standard problems, analyzing information and practices, and making informed judgments.

• Experience in arranging international travel, transportation, accommodations, meetings, and event logistics.

• Ability to foster and maintain productive working relationships with travel agencies, hotels, transportation providers, venues, and other service providers.

• Strong organizational and time management skills, with exceptional attention to detail and capability to manage multiple deadlines.

• Excellent oral and written communication skills in English; knowledge of additional languages is a plus.

• Ability to convey straightforward information clearly, ask questions, and ensure comprehension.

• Proficient in standard Microsoft Office applications.

• Familiarity with relevant travel, finance, CRM, community, marketing, or event management systems; experience with Salesforce is preferred.

• Ability to manage confidential traveler, participant, financial, and vendor information appropriately.

• Willingness and ability to travel as required.

🏝️ Benefits

• Generous paid time off and paid public holidays.

• Benefits in accordance with local in-country guidelines.

• Paid volunteer time to contribute to the community.

• Annual company contribution towards professional development or higher education.

• Flexible work-from-home options.

• Compensation and benefits are provided in local currency based on local salary and benefits market data.