Executive Operations & Travel Coordinator

CACI International; Sterling (IL); On-site; USD 79,000 - 165,000; Full time

Job summary

CA CI International is seeking an Administration Operations Coordinator to provide comprehensive support to the Program Manager and Deputy Program Manager. You will manage executive calendars, travel, and expense reporting, while handling confidential information with discretion.

Responsibilities include vendor management, policy compliance, and cross-functional coordination. A TS/SCI with Poly is required, and 5+ years of related experience plus a Bachelor’s degree or equivalent is preferred.

Qualifications

• Bachelor’s degree in Business Administration or related field preferred or equivalent work experience.
• 5+ years of related work experience.
• TS/SCI with Poly.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle multiple tasks simultaneously and prioritize effectively.
• Discretion and confidentiality in handling sensitive information.
• Excellent interpersonal skills and professional demeanor.
• Ability to work independently and as part of a team.
• Flexibility to work outside of regular business hours when necessary.
• Proficiency in travel booking systems and expense management software.
• Strong knowledge of travel industry trends and best practices.
• Knowledge of corporate travel policies and expense regulations.
• Experience with SAP Concur or similar travel and expense management platforms.

Responsibilities

• Manage executive calendars, appointments, and travel arrangements.
• Proactive problem-solver with a talent for anticipating needs and managing complex schedules.
• Handle sensitive and confidential information with discretion.
• Act as a liaison between executives and internal/external stakeholders.
• Manage incoming calls, emails, and requests, prioritizing and responding as appropriate.
• Organize and maintain filing systems, both digital and physical.
• Assist with special projects and research as needed.
• Coordinate and manage travel arrangements, including itineraries, accommodations, and expense reports.
• Provide general administrative support to ensure smooth office operations.
• Manage relationships with travel vendors and negotiate favorable rates.
• Assist employees with travel-related inquiries and resolve issues that arise during trips.
• Ensure compliance with company travel policies and procedures.
• Process and review expense reports for accuracy and policy adherence.
• Maintain and update the company’s travel and expense management systems.
• Analyze travel and expense data to identify cost-saving opportunities.
• Prepare regular reports on travel expenses and trends for management.
• Assist in developing and updating travel and expense policies.
• Provide training to employees on travel booking procedures and expense reporting.
• Reconcile corporate credit card statements and resolve discrepancies.
• Coordinate with finance department for timely reimbursement of employee expenses.

Skills

Exceptional organizational skills

Attention to detail

Strong written and verbal沟通 skills

Proficiency in Microsoft Office

Multitasking and prioritization

Discretion and confidentiality

Interpersonal skills

Independent and team collaboration

Flexible after-hours

Travel policy knowledge

Education

Bachelor’s degree in Business Administration or related field

Tools

SAP Concur

Job description

CA CI International is seeking an Administration Operations Coordinator to provide comprehensive support to the Program Manager and Deputy Program Manager. You will manage executive calendars, travel, and expense reporting, while handling confidential information with discretion.

Responsibilities include vendor management, policy compliance, and cross-functional coordination. A TS/SCI with Poly is required, and 5+ years of related experience plus a Bachelor’s degree or equivalent is preferred.