Jr. Travel Coordinator

About the role

Reporting to the Corporate Office Administrator and Corporate Treasurer, the Travel Coordinator is responsible for coordinating company employees' travel needs for both the Headquarters in Reston, VA, and overseas offices. The role includes scheduling hotels, flights, and car rentals, preparing itineraries, assisting with American Express processing and other travel‑related documentation, and ensuring travel is within the company budget. Additional duties involve reviewing travel expenses, processing accounts payable/receivable, maintaining proper backup documentation and management approvals for American Express statements, filing and maintaining archives, negotiating with vendors for office supplies and equipment, overseeing day‑to‑day facilities operations, assisting the CEO with travel tasks, and providing backup support for the reception area.

Responsibilities

• Work closely with the CEO and Corporate Treasurer to manage daily travel activities and related expenses.
• Require all travelers to submit travel requests and obtain travel authorizations from the CEO and Corporate Treasurer.
• Ensure receipts accompany all expense reports.
• Coordinate complex travel arrangements for the CEO and other travelers as assigned.
• Collaborate with the company travel agent to achieve cost‑cutting and secure best fares.
• Reconcile American Express travel and miscellaneous charges as required.
• Create and maintain accounting files and archives.
• Work with building management on office‑related issues, including repairs.
• Maintain strict confidentiality of employee data and business activities.
• Carry out occasional research duties for the CEO.
• Perform all other duties as assigned by the CEO and Corporate Treasurer.

Qualifications

• Education: Bachelor’s degree (or equivalent combination of education and experience).
• Experience: Three to five years of relevant experience supporting senior‑level executives, with a focus on international travel arrangements.
• Required Skills:
  • Fluency in English (written and spoken); fluency in Spanish or French is highly desirable.
  • Strong interpersonal and communication skills.
  • Reliability and flexibility with schedule.
  • Proficiency in Microsoft Office Suite.
  • Detail‑oriented with the ability to manage deadlines.
  • Professional demeanor and ability to thrive in a fast‑paced environment.