{"id":3351604,"url":"https://alion.io/job/jeppesen-foreflight-executive-assistant-ii","title":"Executive Assistant II","company":{"id":2190871,"name":"Jeppesen ForeFlight","domain":"jeppesenforeflight.com","url":"https://alion.io/company/jeppesenforeflight","size_band":"201-500","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"UltiPro","truth_index":{"grade":"B","score":79,"open_postings":7,"ghost_share":0,"stale_share":0.857,"repost_share":0,"time_to_fill_p50_days":29,"computed_at":"2026-10-30T05:48:23Z"}},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Austin, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":78000,"max":95000,"currency":"USD","period":"year","gross":null,"usd_annual":95000},"salary_estimate":null,"experience_years_min":3,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"ChatGPT","optional":false},{"name":"Claude","optional":false}],"status":"live","first_seen_at":"2026-10-27T17:11:43Z","employer_posted_date":"2026-10-27","last_verified_at":"2026-10-30T13:33:58Z","board_verified":true,"closed_at":null,"days_open":2,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":2},"description":"Jeppesen ForeFlight is seeking a motivated, AI-fluent Executive Assistant to support our team of Sales Account Executives. The ideal person is a proactive problem solver with exceptional communication skills and meticulous attention to detail. This role focuses on travel and expense management, and uses AI to make that work faster and more accurate. Given the fast-moving nature of sales, we rely on our assistants for flexibility and foresight, while maintaining confidences related to customers, pricing, and company operations. This role sits in a hybrid setting, in Austin, TX. \nKey Responsibilities\nSupport the Sales Account Executive team, with a primary focus on travel and expenses, so they can spend their time with customers\nMaintain and refine the processes behind sales travel, expense reporting, and large-meeting logistics, coordinating internal and external resources to expedite workflow\nUse AI to automate repetitive administrative work, improve accuracy, and share practical AI best practices with the team\nPlan and orchestrate work to ensure sales leadership priorities are met, team goals are achieved, and best practices are upheld\nManage, coordinate, and arrange Account Executive travel and travel-related activities, including flights, hotel booking, ground transportation, and rental cars, in line with company travel policy\nHandle itinerary changes, cancellations, and disruptions quickly, and keep traveler preferences and itineraries current\nSupport Account Executives in submitting complete, accurate expense reports on time; review receipts for policy compliance, reconcile corporate card transactions, and follow up on missing documentation\nTrack travel and expense spend, flag policy exceptions, and report on trends and savings opportunities\nCoordinate scheduling and logistics for large meetings only, such as sales kickoffs, quarterly business reviews, customer events, and offsites, including invitations, venues, catering, and agendas. Day-to-day calendars remain with the Account Executives\nUse AI tools daily to draft communications, summarize policies and itineraries, compare travel options, and prepare meeting materials\nBuild and maintain prompts, templates, and simple automated workflows for recurring tasks such as itinerary creation, receipt categorization, and expense and policy-compliance checks\nUse AI to spot anomalies in travel and expense data, such as duplicate charges, out-of-policy bookings, and missing receipts, and escalate what needs a human decision\nEvaluate new AI tools, run small pilots, recommend what to adopt, and coach Account Executives on practical AI use for their own administrative work\nReview AI output for accuracy before it is used, and follow company AI usage, privacy, and security guidelines\nProvide general administrative and office support, such as spreadsheet creation, document preparation, and maintenance of filing systems and contact databases\nMaintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business\nBasic Skills and Qualifications\n3+ years of experience in an executive assistant, administrative, or travel coordination role, ideally supporting a sales team\nHands-on experience booking complex travel and processing expense reports in a corporate travel and expense system\nWorking knowledge of generative AI tools (such as Claude or ChatGPT): uses them regularly, writes effective prompts, and can explain how they have saved time\nSuperb written and verbal communication skills\nStrong time-management skills and the ability to organize and coordinate multiple projects at once\nProficiency in Microsoft 365 and other office productivity tools, with aptitude to learn new software and systems\nFlexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge\nAbility to keep company confidences\nPreferred Qualifications\nExperience building AI-assisted workflows or automations, including no-code tools\nExperience with travel and expense platforms such as Navan, Concur, or Expensify\nExperience overseeing budgets and expenses\nExperience coordinating large meetings, sales kickoffs, or corporate events\nExperience developing internal processes and filing systems\nFamiliarity with data privacy and responsible AI practices\nWhy Join Us\nAt 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:\nMedical, dental, vision insurance with Employer paid health premiums \nOpen PTO Policy \n401(k) with up to 10% company matching and immediate vesting \n12 Weeks Paid Maternity Leave \n4 Weeks Paid Paternity Leave \nFlight Training Rewards \nPay is based upon candidate experience and qualifications, as well market and business considerations: Summary Pay Range:$78,000-$95,000\nJeppesen ForeFlight - EOE including Disability/Vets | Pay Transparency | E-Verify Participant | Equal Opportunity Employer","description_format":"text","description_chars":5299,"description_truncated":false,"requirements":{"experience_years_min":3,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":["Vision insurance"],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Space & Aerospace","Commercial Aviation"],"lifecycle":[{"event":"open","at":"2026-10-27T18:45:12Z"}],"visa":[{"country":"US","licensed_sponsor":true,"evidence":"H-1B filings in 12 months: 1","filings_12m":1,"filings_prev_12m":0,"green_card_filings_12m":0,"median_offered_wage_usd":162500,"route":null,"cap_exempt":false,"checked_at":"2026-10-29T16:27:21+00:00","sources":["US Department of Labor: LCA disclosure data (H-1B, H-1B1, E-3)"],"filings_for_role_12m":0}],"liveness":{"score":90,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.903,"p_room":1,"age_days":2,"expected_fill_days":29,"reasons":["conf:1","velocity","win:early"],"computed_at":"2026-10-30T05:48:23Z"},"pay":{"stated_usd_annual":95000,"is_top_pay":true},"html_url":"https://alion.io/job/jeppesen-foreflight-executive-assistant-ii","json_url":"https://alion.io/job/jeppesen-foreflight-executive-assistant-ii.json","meta":{"generated_at":"2026-10-30T15:52:29Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":3800,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-31T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":2190871},"rest":"https://alion.io/mcp/rest/get_company?id=2190871"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fjeppesen-foreflight-executive-assistant-ii"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fjeppesen-foreflight-executive-assistant-ii"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fjeppesen-foreflight-executive-assistant-ii"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/jeppesen-foreflight-executive-assistant-ii\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fjeppesen-foreflight-executive-assistant-ii"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3351604}},{"tool":"search_jobs","arguments":{"company":"jeppesenforeflight.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3351604},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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