Travel & Expense Coordinator

Jeppesen ForeFlight Careers•Austin, TX

18h•Hybrid

About The Position

Jeppesen ForeFlight is seeking a motivated, AI-fluent Executive Assistant/Travel & Expense Coordinator to support its Sales Account Executives. This role primarily focuses on travel and expense management, using AI to make administrative work faster and more accurate. The coordinator helps the sales team focus on customers by managing travel, expense processes, and logistics for large meetings. The role requires flexibility, foresight, strong communication, attention to detail, and discretion with confidential customer, pricing, and company information. It is based in a hybrid setting in Austin, Texas. The coordinator books and manages travel, supports accurate and timely expense reporting, tracks spending, and improves related processes. They coordinate logistics for large meetings while day-to-day calendars remain with the Account Executives. AI tools are used regularly to draft communications, summarize information, compare travel options, prepare materials, and automate recurring tasks. The coordinator also evaluates AI tools and workflows, checks AI-generated output for accuracy, and follows company privacy, security, and AI usage guidelines. The position also provides general administrative and office support, including spreadsheet creation, document preparation, and maintenance of filing systems and contact databases. The company describes its benefits as supporting employees’ physical, financial, and emotional wellbeing.

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 prompting, and the ability to explain how the tools have saved time.
Excellent 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, adaptable team player willing to do what it takes to get the job done and able to enjoy a challenge.
Ability to keep 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 by managing travel and expenses so the team can focus on customers.
Maintain and improve processes for sales travel, expense reporting, and large-meeting logistics, coordinating internal and external resources.
Use AI to automate repetitive administrative work, improve accuracy, and share practical AI best practices with the team.
Organize work to ensure sales leadership priorities and team goals are met and best practices are upheld.
Arrange Account Executive travel, including flights, hotels, ground transportation, and rental cars, in accordance with company travel policy.
Handle itinerary changes, cancellations, and travel disruptions, and keep traveler preferences and itineraries current.
Support complete, accurate, and timely expense reports; review receipts for policy compliance, reconcile corporate card transactions, and follow 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. Day-to-day calendars remain with 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 identify possible anomalies in travel and expense data, including duplicate charges, out-of-policy bookings, and missing receipts, and escalate items requiring human judgment.
Evaluate AI tools, conduct small pilots, recommend tools for adoption, and coach Account Executives on practical AI use for administrative work.
Review AI output for accuracy before use and follow company AI usage, privacy, and security guidelines.
Provide general administrative and office support, including spreadsheet creation, document preparation, and maintaining filing systems and contact databases.
Maintain professionalism and strict confidentiality, and exercise discretion when interfacing with the business.