Travel & Administration Specialist

disa; United States; On-site; USD 42,000 - 65,000; Full time

Job summary

DISA Global Solutions is seeking a Corporate Travel and Administration Coordinator to support designated C-suite executives and manage international travel for all employees. The role also oversees corporate travel discount programs and related logistics across multiple locations.

The position requires strong organizational skills, discretion with confidential information, and the ability to coordinate complex itineraries and expense reporting.

Responsibilities

• Administrative Support to Specified C-Suite Executives: Provide administrative and logistical support to designated C-suite executives.
• Coordinate domestic and international travel arrangements for designated C-suite executives, including flights, hotels, ground transportation, and detailed itineraries.
• Manage executive travel changes, cancellations, disruptions, and other issues that arise before or during travel, working quickly to identify and coordinate solutions.
• Maintain awareness of executive travel preferences, loyalty programs, and other relevant details to make travel planning efficient and consistent.
• Provide calendar and scheduling support for designated C-suite executives, including coordinating internal and external meetings, resolving scheduling conflicts, and helping prioritize executive time.
• Coordinate meeting logistics and communicate scheduling or travel details with internal and external stakeholders as needed.
• Prepare, submit, and reconcile executive expense reports, ensuring expenses are documented accurately and submitted timely.
• Maintain receipts, executive travel records, and other supporting materials associated with executive expenses.
• Provide administrative support for executive meetings, leadership events, offsites, and other activities as needed.
• Anticipate upcoming executive scheduling, travel, and administrative needs and proactively address issues before they become disruptions.
• Partner with administrative, Finance, HR, and leadership team members to ensure smooth executive support.
• Handle sensitive and confidential executive and company information with discretion and sound judgment.
• Provide other executive administrative support as needed.

Job description

DISA Global Solutions is a leading safety and compliance provider supporting more than 55,000 customers worldwide, including over 30% of the Fortune 500. With 1,600+ team members across 30+ locations, we've delivered innovative solutions since 1986 and process more than 20 million orders each year. As a multi-year Top Workplaces award winner, DISA offers competitive pay, robust benefits, and a collaborative, growth-focused culture. Employees enjoy ongoing training through our internal learning and development team, monthly appreciation events, and numerous opportunities for career advancement.

Position Summary:

The Corporate Travel and Administration Coordinator provides administrative and logistical support to specified C-suite executives, coordinates international travel for all employees, and manages DISA corporate travel discount programs. This role maximizes the effectiveness of supported executives and employees by proactively anticipating needs, administering travel programs, managing logistics, and handling routine administrative details with accuracy and discretion.

Essential Functions & Responsibilities:

Administrative Support to Specified C-Suite Executives

• Provide administrative and logistical support to designated C-suite executives.
• Coordinate domestic and international travel arrangements for designated C-suite executives, including flights, hotels, ground transportation, and detailed itineraries.
• Manage executive travel changes, cancellations, disruptions, and other issues that arise before or during travel, working quickly to identify and coordinate solutions.
• Maintain awareness of executive travel preferences, loyalty programs, and other relevant details to make travel planning efficient and consistent.
• Provide calendar and scheduling support for designated C-suite executives, including coordinating internal and external meetings, resolving scheduling conflicts, and helping prioritize executive time.
• Coordinate meeting logistics and communicate scheduling or travel details with internal and external stakeholders as needed.
• Prepare, submit, and reconcile executive expense reports, ensuring expenses are documented accurately and submitted timely.
• Maintain receipts, executive travel records, and other supporting materials associated with executive expenses.
• Provide administrative support for executive meetings, leadership events, offsites, and other activities as needed.
• Anticipate upcoming executive scheduling, travel, and administrative needs and proactively address issues before they become disruptions.
• Partner with administrative, Finance, HR, and leadership team members to ensure smooth executive support.
• Handle sensitive and confidential executive and company information with discretion and sound judgment.
• Provide other executive administrative support as needed.

International Travel Coordination for All Employees

• Coordinate all international travel for U.S.-based employees, including flights, lodging, ground transportation, travel documentation requirements, detailed itineraries, and other related logistics.
• Partner with local, onsite support teams across international offices, as required, to coordinate international travel arrangements and provide location-specific logistical support.
• Identify applicable entry, visa, passport, vaccination, insurance, and other destination-specific requirements and communicate relevant information to employees and stakeholders.
• Manage employee travel changes, cancellations, disruptions, and other issues that arise before or during international travel, working quickly to identify and coordinate solutions.
• Maintain appropriate records of U.S.-based employee international travel, itineraries, travel documentation requirements, immigration and visa coordination, and related communications in accordance with company policies and applicable privacy requirements.
• Partner with Finance, HR, leadership team members, local onsite support, travel vendors, and other stakeholders to coordinate employee international travel.
• Handle sensitive and confidential employee travel and immigration information with discretion and sound judgment.
• Provide other corporate international travel support to U.S.-based employees as needed.

Manage DISA Travel Discount Programs

• Manage corporate-wide travel discount programs, including negotiating program terms, coordinating program enrollment, maintaining program information, monitoring usage and expiration dates, and communicating available discounts and program requirements to appropriate employees and stakeholders.
• Maintain accurate records of corporate travel discount programs, enrollment information, program terms, expiration dates, and related communications.