Jeppesen ForeFlight is seeking a proactive, detail-oriented Executive Assistant to support our Chief Human Resources Officer (CHRO) and Chief Transformation Officer (CTO). The role centers on executive and HR administrative support and Navan travel and expense management. Discretion and flexibility are essential. This role sits in a hybrid setting in Austin, TX.
Key Responsibilities- Book and manage employee, candidate, and guest travel in Navan, including flights, hotels, ground transportation, and rental cars, in line with company policy
- Handle itinerary changes and disruptions quickly; keep traveler profiles, approvers, and policy groups current in Navan, aligned with HRIS changes
- Help employees submit accurate, on-time expense reports; review receipts, reconcile corporate card transactions, and follow up on missing documentation
- Track travel and expense spend, flag policy exceptions, and report trends to People and Finance leaders
- Schedule interviews and arrange candidate travel for Talent Acquisition
- Coordinate onboarding, offboarding, and relocation logistics
- Plan large People events, such as kickoffs, onboarding cohorts, open enrollment sessions, and offsites
- Prepare HR documents, trackers, and reports; maintain filing systems and contact databases
- Handle sensitive employee and candidate information with strict confidentiality
Basic Qualifications- 5+ years as an executive assistant, administrative, HR coordinator, or travel coordinator, ideally supporting HR
- Hands-on experience with Navan or a comparable travel and expense system
- Excellent written and verbal communication
- Strong organization and the ability to manage multiple projects at once
- Proficiency in Microsoft 365
- Flexible, adaptable team player with a record of keeping confidences
Preferred Qualifications- Navan administrator experience (user provisioning, policy configuration, reporting, HRIS integration)
- Experience with an HRIS or applicant tracking system, such as Workday or Greenhouse
- Experience with onboarding, relocation, or large event coordination
- Familiarity with HR data privacy (GDPR, CCPA)
Why Join Us At Jeppesen ForeFlight, we know you want a rewarding career. To do that, you need challenging projects, a good work environment, and awesome coworkers. We believe in our employees, and we empower them to make a direct impact on our products and services. We strive to provide our employees with a world-class benefits experience, focused on supporting their physical, financial, and emotional wellbeing. Our benefits package includes but is not limited to the following:
- Medical, dental, vision insurance with Employer paid health premiums
- Open PTO Policy
- 401(k) with up to 10% company matching and immediate vesting
- 12 Weeks Paid Maternity Leave
- 4 Weeks Paid Paternity Leave
- Flight Training Rewards
Pay is based upon candidate experience and qualifications, as well market and business considerations: Summary Pay Range: $98,000-$120,000
