Travel and Executive Support Coordinator

LBM Advantage; Town of New Windsor (NY); On-site; USD 23,000 - 36,000; Part time

Job summary

LBM Advantage is seeking a part-time Travel & Executive Support Coordinator to assist senior leadership with travel arrangements, calendar management, and document preparation. The role also covers reception backup and general office support.

Candidates should be highly organized, discreet, and customer-focused, with strong MS Office skills and experience in travel management systems. The position averages 24 hours per week with core hours in the morning, Monday through Friday, in New Windsor,

Qualifications

• Experience supporting executives or senior leadership teams in an administrative capacity.
• Proficiency in Microsoft Office Suite, particularly Outlook, PowerPoint, Word, and Excel.
• Experience with Concur or similar travel and expense management systems.
• Strong organizational and time-management skills with attention to detail.
• Discrete, professional communication and problem-solving abilities.

Responsibilities

• Coordinate travel arrangements for executive-level leaders, including airfare, hotel, and ground transportation.
• Process and manage executive travel and business expense reports, ensuring timely submission.
• Provide calendar support for senior leaders, including scheduling meetings and coordinating logistics.
• Create, edit, and format PowerPoint presentations and business documents.
• Maintain organized electronic records and assist with administrative tasks and special projects.
• Assist with meeting coordination, including scheduling, materials, and follow-up items.
• Serve as backup front desk/reception coverage and assist with general office operations.
• Coordinate new member orientations and ensure presenters and materials are prepared.
• Provide general administrative support to the Member Sales department as needed.
• Provide backup to the Executive Secretary as needed.

Skills

Executive support

Outlook

PowerPoint

Excel

Word

Concur

Job description

Summary:

The Travel & Executive Support Coordinator provides administrative support to senior leadership, with primary responsibility for coordinating business travel arrangements and managing travel and expense processes. This role also supports leaders through calendar management, meeting coordination, document preparation, and day-to-day administrative assistance. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while maintaining professionalism, discretion, and exceptional customer service. This position also serves as backup reception coverage and contributes to the efficient operation of the office and executive support functions.

Position Type/Expected Hours of Work:

This is a part-time position averaging 24 hours per week. This role requires coverage during core office hours, with a consistent schedule such as 7:30 a.m. to 12:30 p.m. or 9:30 a.m. to 2:30 p.m., Monday through Friday.

Essential functions:

• Coordinate travel arrangements for executive-level leaders, including airfare, hotel accommodations, and ground transportation
• Process and manage executive travel and business expense reports, ensuring timely and accurate submission.
• Provide calendar support for senior leaders, including scheduling meetings, managing appointments, coordinating logistics, and resolving scheduling conflicts.
• Create, edit, and format PowerPoint presentations, reports, and other business documents to support executive and organizational initiatives.
• Maintain organized electronic records and assist with administrative tasks, correspondence, and special projects as assigned.
• Assist with meeting coordination, including scheduling, preparing materials, and tracking follow-up action items.
• Serve as backup front desk/reception coverage, answering incoming calls, greeting guests, and assisting with general office operations.
• Schedule and coordinate new member orientations. Communicate with internal teams to ensure presenters, materials, and logistics are prepared.
• Provide general administrative support to the Member Sales department as needed.
• Provides backup to the Executive Secretary as needed.

Required Education and Experience:

• Experience supporting executives or senior leadership teams in an administrative capacity
• Proficiency in Microsoft Office Suite, particularly Outlook, PowerPoint, Word, and Excel.
• Experience with Concur or similar travel and expense management systems.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent attention to detail, communication, and problem-solving abilities
• High degree of professionalism and discretion

Pay Range:

In New York, the compensation for this position ranges from $26.00-$17.00 per hour. Actual compensation will be dependent upon the individual’s qualifications, experience, skills and certifications.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time