Travel & Expense Coordinator

Jeppesen ForeFlight is seeking a motivated, AI-fluent Executive Assistant/Travel & Expense Coordinator to support our team of Sales Account Executives. The ideal person is a proactive problem solver with exceptional communication skills and meticulous attention to detail. This role focuses on travel and expense management, and uses AI to make that work faster and more accurate. Given the fast-moving nature of sales, we rely on our assistants for flexibility and foresight, while maintaining confidences related to customers, pricing, and company operations. This role sits in a hybrid setting, in Austin, TX.

Key Responsibilities 

• Support the Sales Account Executive team, with a primary focus on travel and expenses, so they can spend their time with customers 

• Maintain and refine the processes behind sales travel, expense reporting, and large-meeting logistics, coordinating internal and external resources to expedite workflow 

• Use AI to automate repetitive administrative work, improve accuracy, and share practical AI best practices with the team 

• Plan and orchestrate work to ensure sales leadership priorities are met, team goals are achieved, and best practices are upheld 

• Manage, coordinate, and arrange Account Executive travel and travel-related activities, including flights, hotel booking, ground transportation, and rental cars, in line with company travel policy 

• Handle itinerary changes, cancellations, and disruptions quickly, and keep traveler preferences and itineraries current 

• Support Account Executives in submitting complete, accurate expense reports on time; review receipts for policy compliance, reconcile corporate card transactions, and follow up on missing documentation 

• Track travel and expense spend, flag policy exceptions, and report on trends and savings opportunities 

• Coordinate scheduling and logistics for large meetings only, such as sales kickoffs, quarterly business reviews, customer events, and offsites, including invitations, venues, catering, and agendas. Day-to-day calendars remain with the Account Executives 

• Use AI tools daily to draft communications, summarize policies and itineraries, compare travel options, and prepare meeting materials 

• Build and maintain prompts, templates, and simple automated workflows for recurring tasks such as itinerary creation, receipt categorization, and expense and policy-compliance checks 

• Use AI to spot anomalies in travel and expense data, such as duplicate charges, out-of-policy bookings, and missing receipts, and escalate what needs a human decision 

• Evaluate new AI tools, run small pilots, recommend what to adopt, and coach Account Executives on practical AI use for their own administrative work 

• Review AI output for accuracy before it is used, and follow company AI usage, privacy, and security guidelines 

• Provide general administrative and office support, such as spreadsheet creation, document preparation, and maintenance of filing systems and contact databases 

• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business 

Basic Skills and Qualifications 

• 3+ years of experience in an executive assistant, administrative, or travel coordination role, ideally supporting a sales team 

• Hands-on experience booking complex travel and processing expense reports in a corporate travel and expense system 

• Working knowledge of generative AI tools (such as Claude or ChatGPT): uses them regularly, writes effective prompts, and can explain how they have saved time 

• Superb written and verbal communication skills 

• Strong time-management skills and the ability to organize and coordinate multiple projects at once 

• Proficiency in Microsoft 365 and other office productivity tools, with aptitude to learn new software and systems 

• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge 

• Ability to keep company confidences 

Preferred Qualifications 

• Experience building AI-assisted workflows or automations, including no-code tools 

• Experience with travel and expense platforms such as Navan, Concur, or Expensify 

• Experience overseeing budgets and expenses 

• Experience coordinating large meetings, sales kickoffs, or corporate events 

• Experience developing internal processes and filing systems 

• Familiarity with data privacy and responsible AI practices 

Why Join Us    

At Jeppesen ForeFlight, we know you want a rewarding career. To do that, you need challenging projects, a good work environment, and awesome coworkers. We believe in our employees, and we empower them to make a direct impact on our products and services. We strive to provide our employees with a world-class benefits experience, focused on supporting their physical, financial, and emotional wellbeing. Our benefits package includes but is not limited to the following:   

• Medical, dental, vision insurance with Employer paid health premiums   

• Open PTO Policy   

• 401(k) with up to 10% company matching and immediate vesting   

• 12 Weeks Paid Maternity Leave   

• 4 Weeks Paid Paternity Leave   

• Flight Training Rewards   

Pay is based upon candidate experience and qualifications, as well market and business considerations: Summary Pay Range: $78,000-$95,000

Jeppesen ForeFlight - EOE including Disability/Vets | Pay Transparency | E-Verify Participant | Equal Opportunity Employer