Executive Assistant II

ForeFlight•Austin, TX

2d•$78,000 - $95,000•Hybrid

About The Position

Jeppesen ForeFlight is seeking an AI-fluent Executive Assistant to support its Sales Account Executive team in a hybrid role in Austin, Texas. The position primarily focuses on travel and expense management, using AI to improve the speed and accuracy of administrative work. The Executive Assistant will help the sales team focus on customers by maintaining effective processes, coordinating resources, and supporting sales leadership priorities. The role requires flexibility, sound judgment, and strict confidentiality regarding customers, pricing, and company operations. Day-to-day calendars remain the responsibility of the Account Executives; this role coordinates scheduling and logistics for large meetings only. The position also involves using AI tools and workflows for recurring tasks, reviewing AI-generated output for accuracy, and following company guidelines for AI use, privacy, and security. General administrative and office support includes creating spreadsheets and documents and maintaining filing systems and contact databases.

Requirements

At least 3 years of experience in an executive assistant, administrative, or travel coordination role; experience supporting a sales team is ideal.
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, including regular use, effective prompt writing, and the ability to explain time savings.
Excellent written and verbal communication skills.
Strong time-management skills and 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, adaptable team player willing to do what it takes to get the job done and who enjoys a challenge.
Ability to maintain company confidences.

Nice To Haves

Experience building AI-assisted workflows or automations, including with 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.

Responsibilities

Support the Sales Account Executive team, primarily with travel and expenses.
Maintain and refine sales travel, expense reporting, and large-meeting logistics processes, coordinating internal and external resources.
Use AI to automate repetitive administrative work, improve accuracy, and share practical AI practices with the team.
Plan and organize work to help meet sales leadership priorities and team goals while upholding best practices.
Arrange Account Executive travel, including flights, hotels, ground transportation, and rental cars, in accordance with company travel policy.
Manage itinerary changes, cancellations, and disruptions, and keep traveler preferences and itineraries current.
Support timely and accurate expense reporting by reviewing receipts for policy compliance, reconciling corporate card transactions, and following up on missing documentation.
Track travel and expense spending, flag policy exceptions, and report trends and savings opportunities.
Coordinate scheduling and logistics for large meetings, such as sales kickoffs, quarterly business reviews, customer events, and offsites, including invitations, venues, catering, and agendas.
Use AI tools 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, including itinerary creation, receipt categorization, and expense and policy-compliance checks.
Use AI to identify anomalies in travel and expense data, including duplicate charges, out-of-policy bookings, and missing receipts, and escalate matters requiring human decisions.
Evaluate AI tools, run small pilots, recommend tools for adoption, and coach Account Executives on practical AI use for administrative work.
Review AI output for accuracy and comply with company AI usage, privacy, and security guidelines.
Provide general administrative and office support, including spreadsheet creation, document preparation, and maintenance of filing systems and contact databases.
Maintain professionalism and strict confidentiality, exercising discretion when interfacing with the business.