Sr Executive Assistant I

Jeppesen ForeFlight, Inc.; Austin (TX); Hybrid; USD 98,000 - 120,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

Open PTO Policy

401(k) with company matching

Paid Maternity Leave

Paid Paternity Leave

Flight Training Rewards

Job summary

Jeppesen ForeFlight, Inc. in Austin, TX is seeking a proactive Executive Assistant to support our CHRO and CTO.

The role focuses on executive and HR administrative tasks, Navan travel and expense management, and maintaining confidences in a hybrid environment. You will coordinate travel, manage onboarding and relocation logistics, support interviews, and help prepare HR documents and reports while safeguarding sensitive information.

Qualifications

• 5+ years in executive assistant, HR coordinator, or travel coordinator roles.
• Hands-on experience with Navan or a similar travel/expense system.
• Strong organization with ability to manage multiple projects.

Responsibilities

• Book and manage employee, candidate, and guest travel in Navan per policy.
• Handle itinerary changes and keep Navan profiles current with HRIS changes.
• Assist employees with accurate, on-time expense reports; review receipts and reconcile cards.
• Track travel and expense spend; flag policy exceptions and report trends.
• Schedule interviews and arrange candidate travel for Talent Acquisition.
• Coordinate onboarding, offboarding, and relocation logistics.
• Plan large People events (kickoffs, onboarding cohorts, open enrollment, offsites).
• Prepare HR documents, trackers, and reports; maintain filing systems.

Skills

5+ years experience as executive/HR or

Navan travel & expense system

Microsoft 365

Confidentiality & discretion

Strong organizational skills

Tools

Navan

Microsoft 365

Job description

ForeFlight Austin
1801 E 6th St
Suite 400
Austin, TX 78702, USA

Description

Jeppesen ForeFlight is seeking a proactive, detail-oriented Executive Assistant to support our Chief Human Resources Officer (CHRO) and Chief Transformation Officer (CTO). The role centers on executive and HR administrative support and Navan travel and expense management. Discretion and flexibility are essential. This role sits in a hybrid setting in Austin, TX.

Key Responsibilities

• Book and manage employee, candidate, and guest travel in Navan, including flights, hotels, ground transportation, and rental cars, in line with company policy
• Handle itinerary changes and disruptions quickly; keep traveler profiles, approvers, and policy groups current in Navan, aligned with HRIS changes
• Help employees submit accurate, on-time expense reports; review receipts, reconcile corporate card transactions, and follow up on missing documentation
• Track travel and expense spend, flag policy exceptions, and report trends to People and Finance leaders
• Schedule interviews and arrange candidate travel for Talent Acquisition
• Coordinate onboarding, offboarding, and relocation logistics
• Plan large People events, such as kickoffs, onboarding cohorts, open enrollment sessions, and offsites
• Prepare HR documents, trackers, and reports; maintain filing systems and contact databases
• Handle sensitive employee and candidate information with strict confidentiality

Basic Qualifications

• 5+ years as an executive assistant, administrative, HR coordinator, or travel coordinator, ideally supporting HR
• Hands-on experience with Navan or a comparable travel and expense system
• Strong organization and the ability to manage multiple projects at once
• Proficiency in Microsoft 365
• Flexible, adaptable team player with a record of keeping confidences

Preferred Qualifications

• Navan administrator experience (user provisioning, policy configuration, reporting, HRIS integration)
• Experience with an HRIS or applicant tracking system, such as Workday or Greenhouse
• Experience with onboarding, relocation, or large event coordination
• Familiarity with HR data privacy (GDPR, CCPA)

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: $98,000-$120,000

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

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.