Travel and Administration Specialist

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

📋 Description

• Offer administrative and logistical assistance to assigned C-suite executives.

• Organize both domestic and international travel arrangements, including flights, accommodations, ground transport, and itineraries.

• Oversee changes, cancellations, disruptions, and other travel-related issues for executives.

• Maintain records of executive travel preferences, loyalty programs, and travel history.

• Provide calendar management and scheduling support, coordinating meetings effectively.

• Handle meeting logistics and communicate essential scheduling or travel information.

• Prepare, submit, and reconcile expense reports for executives.

• Assist with executive meetings, leadership events, and offsite gatherings.

• Anticipate the scheduling, travel, and administrative requirements of executives.

• Collaborate with administrative staff, Finance, HR, leadership, local onsite support, travel vendors, and other stakeholders.

• Manage sensitive and confidential information with care.

• Oversee all international travel arrangements for U.S.-based employees.

• Identify and communicate requirements related to entry, visas, passports, vaccinations, insurance, and specific destination needs.

• Maintain records for employee international travel, itineraries, immigration, visas, and communications.

• Manage corporate-wide travel discount programs, including terms, enrollments, program details, usage, expiration dates, and communications.

• Coordinate with travel vendors and program representatives as needed.

• Monitor program availability, usage, and any changes that may occur.

• Assist in the evaluation and ongoing management of travel discount programs.

⛳️ Requirements

• High School Diploma or GED is required.

• A minimum of 7 years of experience in executive support, administrative coordination, travel coordination, corporate travel program administration, or a similar role.

• Strong preference for candidates with experience supporting senior or C-suite executives and coordinating intricate domestic and international travel.

• Preferred experience in coordinating international travel for employees or groups, including travel documentation, immigration or visa requirements, and destination-specific needs.

• Experience working with international offices or onsite support teams is preferred.

• Preferred experience in managing relationships with travel vendors, corporate travel discounts, loyalty programs, or similar company-wide travel initiatives.

• Excellent organizational and time-management skills.

• Proven attention to detail and ability to follow through on tasks.

• Strong written and verbal communication abilities.

• Capacity to work independently in a remote environment, anticipate needs, exercise sound judgment, and resolve issues with minimal guidance.

• High level of discretion and professionalism in handling confidential or sensitive information.

• Proficiency in Microsoft Outlook, Teams, Office applications, travel booking resources, expense management systems, and related vendor or program platforms.

• Flexibility in work hours may be necessary to accommodate time-sensitive executive or employee travel.

• Effective communication skills, including the ability to speak and hear clearly.

• Ability to perform close visual work and sit for extended periods, using hands and fingers for computer and office equipment, reaching, and occasionally lifting up to 15 lbs.

🏝️ Benefits

• Competitive compensation.

• Comprehensive benefits package.

• Ongoing training opportunities provided by the internal learning and development team.

• Monthly appreciation events.

• Opportunities for career growth and advancement.