Travel & Administration Specialist

Overview

Provide administrative and logistical support to specified C-suite executives, coordinate international travel for all employees, and manage DISA corporate travel discount programs.

What you'll do

• Provide administrative and logistical support to designated C-suite executives.
• Coordinate domestic and international travel arrangements for designated C-suite executives, including flights, hotels, ground transportation, and detailed itineraries.
• Manage executive travel changes, cancellations, disruptions, and other issues that arise before or during travel, working quickly to identify and coordinate solutions.
• Maintain awareness of executive travel preferences, loyalty programs, and other relevant details to make travel planning efficient and consistent.
• Provide calendar and scheduling support for designated C-suite executives, including coordinating internal and external meetings, resolving scheduling conflicts, and helping prioritize executive time.
• Coordinate meeting logistics and communicate scheduling or travel details with internal and external stakeholders as needed.
• Prepare, submit, and reconcile executive expense reports, ensuring expenses are documented accurately and submitted timely.
• Maintain receipts, executive travel records, and other supporting materials associated with executive expenses.
• Provide administrative support for executive meetings, leadership events, offsites, and other activities as needed.
• Anticipate upcoming executive scheduling, travel, and administrative needs and proactively address issues before they become disruptions.
• Partner with administrative, Finance, HR, and leadership team members to ensure smooth executive support.
• Handle sensitive and confidential executive and company information with discretion and sound judgment.
• Provide other executive administrative support as needed.
• Coordinate all international travel for U.S.-based employees, including flights, lodging, ground transportation, travel documentation requirements, detailed itineraries, and other related logistics.
• Partner with local, onsite support teams across international offices, as required, to coordinate international travel arrangements and provide location-specific logistical support.
• Identify applicable entry, visa, passport, vaccination, insurance, and other destination-specific requirements and communicate relevant information to employees and stakeholders.
• Manage employee travel changes, cancellations, disruptions, and other issues that arise before or during international travel, working quickly to identify and coordinate solutions.
• Maintain appropriate records of U.S.-based employee international travel, itineraries, travel documentation requirements, immigration and visa coordination, and related communications in accordance with company policies and applicable privacy requirements.
• Partner with Finance, HR, leadership team members, local onsite support, travel vendors, and other stakeholders to coordinate employee international travel.
• Handle sensitive and confidential employee travel and immigration information with discretion and sound judgment.
• Provide other corporate international travel support to U.S.-based employees as needed.
• Manage corporate-wide travel discount programs, including negotiating program terms, coordinating program enrollment, maintaining program information, monitoring usage and expiration dates, and communicating available discounts and program requirements to appropriate employees and stakeholders.
• Maintain accurate records of corporate travel discount programs, enrollment information, program terms, expiration dates, and related communications.
• Coordinate with travel vendors, program representatives, Finance, and other internal stakeholders to support effective administration of DISA travel discount programs.
• Monitor program availability, usage, and changes and communicate relevant updates to employees and stakeholders.
• Support the evaluation and ongoing administration of travel discount programs to promote appropriate employee access and company value.
• Maintain documentation associated with corporate travel programs and ensure information is organized and accessible.
• Provide other travel program administration support as needed.

What you'll need

• High School Diploma or GED required.
• 7+ years of experience in executive support, administrative coordination, travel coordination, corporate travel program administration, or a related role.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and adjust quickly when plans change.
• Demonstrated attention to detail and follow-through, particularly with executive support, international travel requirements, immigration and visa coordination, expense management, and travel program administration.
• Strong written and verbal communication skills and the ability to interact professionally with senior leaders, employees, vendors, local onsite support teams, and external contacts.
• Ability to work independently in a remote environment, anticipate needs, exercise sound judgment, and solve problems with limited direction.
• High level of discretion and professionalism when handling confidential or sensitive information.
• Proficiency with Microsoft Outlook, Teams, Office applications, travel booking resources, expense management systems, and related vendor or program platforms.
• Ability to maintain flexibility in work hours when necessary to support time-sensitive executive or employee travel, including international travel disruptions, urgent changes, or immigration and visa-related deadlines.

Nice to have

• Associate or bachelor's degree.
• Experience supporting senior or C-suite executives and coordinating complex domestic and international travel.
• Experience coordinating international travel for employees or groups, including travel documentation, immigration or visa requirements, and destination-specific requirements.
• Experience partnering with international office or onsite support teams.
• Experience managing travel vendor relationships, corporate travel discounts, loyalty programs, or similar company-wide travel initiatives.

Details

• Remote work environment (USA).
• Frequent sitting (up to 8 hours per day), occasional standing or walking, and occasional lifting up to 15 lbs.
• Pay range: 35-38 (as stated in the posting).