Travel & Administration Specialist
DISA · United States · $35–$38/hr (stated in the posting)
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.
The role requires strong organization, responsiveness, judgment, and the ability to manage multiple priorities in a fast-paced, remote work environment while working independently and handling confidential information appropriately.
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.
Coordinate with travel vendors, program representatives, Finance, and other internal stakeholders to support effective administration of DISA travel discount programs.
Monitor program availability, usage, and changes and communicate relevant updates to employees and stakeholders.
Support the evaluation and ongoing administration of travel discount programs to promote appropriate employee access and company value.
Maintain documentation associated with corporate travel programs and ensure information is organized and accessible.
Provide other travel program administration support as needed.
Key Skills & Experience:
High School Diploma or GED required. Associate or bachelor’s degree preferred.
7+ years of experience in executive support, administrative coordination, travel coordination, corporate travel program administration, or a related role.
Experience supporting senior or C-suite executives and coordinating complex domestic and international travel strongly preferred.
Experience coordinating international travel for employees or groups, including travel documentation, immigration or visa requirements, and destination-specific requirements, preferred.
Experience partnering with international office or onsite support teams preferred.
Experience managing travel vendor relationships, corporate travel discounts, loyalty programs, or similar company-wide travel initiatives preferred.
Strong organizational and time-management skills, with the ability to manage multiple priorities and adjust quickly when plans change.
Demonstrated attention to detail and follow-through, particularly with executive support, international travel requirements, immigration and visa coordination, expense management, and travel program administration.
Strong written and verbal communication skills and the ability to interact professionally with senior leaders, employees, vendors, local onsite support teams, and external contacts.
Ability to work independently in a remote environment, anticipate needs, exercise sound judgment, and solve problems with limited direction.
High level of discretion and professionalism when handling confidential or sensitive information.
Proficiency with Microsoft Outlook, Teams, Office applications, travel booking resources, expense management systems, and related vendor or program platforms.
Ability to maintain flexibility in work hours when necessary to support time-sensitive executive or employee travel, including international travel disruptions, urgent changes, or immigration and visa-related deadlines.
Physical Requirements:
[“Office Roles” summary for external posting: This position requires effective communication, including speaking and hearing, and the ability to perform close visual work. The role involves frequent sitting (up to 8 hrs. per day), occasional standing or walking, regular use of hands and fingers for handling and reaching, and occasional lifting (up to 15 lbs.). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role.]
Ability to communicate effectively, including speaking and hearing.
Ability to perform work that requires close visual attention, including viewing computer screens and written materials.
Ability to sit for extended periods of time (up to 8 hours per day), with occasional standing or walking.
Ability to use hands and fingers to operate a computer, keyboard, mouse, and other office equipment.
Ability to reach with hands and arms as needed.
Ability to occasionally lift or move objects weighing up to 15 lbs.
Compensation for this role is determined by factors such as skills, experience, education, training, and internal equity. Pay may also vary based on geographic location in accordance with our compensation practices.
Job Pay Range
35-38EEO/M/F/Vet/Disability