Travel & Administration Specialist

About the role

The Travel & Administration Specialist will support senior leaders by managing all aspects of corporate travel and related administrative tasks. This position ensures smooth logistics for flights, accommodations, ground transport, security, visas and handles expense reporting and meeting coordination across the organization.

Key responsibilities

• Manage end‑to‑end travel logistics for senior leaders, including flights, accommodation, ground transportation, security, visas and detailed itineraries, while proactively handling disruptions.
• Support invoice and expense administration for senior leaders: prepare expense reports, track invoices/receipts, perform coding/reconciliations and coordinate approvals according to internal policies.
• Coordinate logistics for leadership meetings, site visits and cross‑functional sessions: schedule boardrooms, arrange catering, set up technical equipment and ensure meeting readiness (materials, virtual links).
• Assist the Manager of Administration in developing and administering a global travel program, liaising with vendors and agencies to secure competitive terms.
• Stay informed on industry trends, travel guidelines and emerging technologies to maintain safe, cost‑effective travel procedures.
• Contribute to improving administrative processes, policies and workflows for greater efficiency.
• Support planning and execution of internal events and leadership meetings, managing vendors, timelines and materials.
• Provide backup administrative support to First Mint operations, including bullion shipments, documentation and event logistics.
• Act as backup to the Manager of Administration, offering executive support to the C‑suite and overseeing office management as needed.

Required profile

• Proven experience coordinating travel and administrative support for senior executives.
• Strong knowledge of expense reporting, invoice processing and corporate travel policies.
• Ability to organize meetings, site visits and events, handling logistics and technical setup.
• Excellent communication and stakeholder management skills.
• Flexibility to provide backup support across various administrative functions.

Required skills