AI-Driven Executive Assistant: Travel & Expense

Jeppesen ForeFlight, Inc.; Austin (TX); Hybrid; USD 78,000 - 95,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

Open PTO

401(k) with company matching

Maternity/Paternity leave

Flight Training Rewards

Job summary

Jeppesen ForeFlight, Inc. in Austin, TX, seeks an AI-fluent Executive Assistant/Travel & Expense Coordinator to support our Sales Account Executives.

This hybrid role emphasizes travel planning, expense processing, and leveraging AI to speed and improve accuracy while protecting confidential information. You will manage itineraries, booking, policy compliance, and large meeting logistics, building efficient workflows with prompts and templates for recurring tasks.

Qualifications

• 3+ years in executive assistant or travel coordination.
• Experience booking complex travel and processing expense reports.
• Experience with generative AI tools and prompts.

Responsibilities

• Support the Sales Account Executive team, with a primary focus on travel and expenses.
• Maintain and refine processes behind sales travel, expense reporting, and large-meeting logistics.
• Use AI to automate repetitive administrative work, improve accuracy, and share AI best practices with the team.
• Plan and orchestrate work to ensure sales leadership priorities are met and team goals achieved.
• Manage and arrange Account Executive travel and related activities in line with policy.
• Handle itinerary changes and disruptions and keep traveler itineraries current.
• Support AE in submitting complete expense reports on time and audit receipts for policy compliance.
• Track travel and expense spend, flag policy exceptions, and report on savings opportunities.
• Coordinate scheduling for large meetings such as sales kickoffs and offsites.
• Use AI tools daily to draft communications and summarize policies and itineraries.
• Build prompts, templates, and simple automated workflows for recurring tasks.
• Use AI to spot anomalies and elevate decisions.
• Evaluate new AI tools and coach Account Executives on AI use.
• Review AI output for accuracy and follow security guidelines.
• Provide general administrative and office support and maintain filing systems.

Skills

Executive support

Travel coordination

Generative AI tools

Communication

Time management

Microsoft 365

Confidentiality

Tools

Navan

Concur

Expensify

Job description

Jeppesen ForeFlight, Inc. in Austin, TX, seeks an AI-fluent Executive Assistant/Travel & Expense Coordinator to support our Sales Account Executives.

This hybrid role emphasizes travel planning, expense processing, and leveraging AI to speed and improve accuracy while protecting confidential information. You will manage itineraries, booking, policy compliance, and large meeting logistics, building efficient workflows with prompts and templates for recurring tasks.