Travel and Administration Specialist

Responsibilities

• Manage end-to-end travel logistics for senior leaders, including flights, accommodation, ground transportation, security, and visas (as required); prepare detailed itineraries and proactively manage disruptions
• Support invoice and expense administration for senior leaders, including expense report preparation, invoice/receipt tracking, coding/reconciliations (as applicable), and coordinating approvals in line with internal policies
• Coordinate logistics for leadership meetings, site visits, and cross-functional sessions, including boardroom scheduling, catering, technical setup, and ensuring meeting readiness (materials, room setup, virtual links)
• Support the Manager of Administration in the development, implementation and administration of a global travel program, including liaising with vendors and agencies to obtain competitive terms for corporate travel arrangements
• Stay current on industry trends, travel guidelines, and emerging technologies to ensure safe, cost-effective and efficient travel procedures are in place
• Contribute to improving administrative processes, policies and workflows to enhance efficiency and ensure consistent application
• Support the planning and execution of internal events and leadership meetings, coordinating vendors, timelines, and materials
• Provide backup administrative support to First Mint operations as needed, including assisting with bullion shipments, documentation, internal coordination, and events/logistics
• Serve as backup to the Manager of Administration to provide executive support to the C-suite and oversee office management, acting as a point of contact for urgent matters and stepping into coordination roles for events and logistics as required
• All other duties and responsibilities as assigned

• Diploma/degree in Business Administration, Office Administration, or related field (or equivalent experience)
• Minimum 5+ years of experience in an administrative or office support role; experience supporting senior executives or leadership teams preferred
• Experience supporting C-suite or VP-level leaders in a complex, fast-paced environment
• Advanced proficiency with Outlook and the broader Microsoft 365 suite (Teams, Word, Excel, PowerPoint)
• Minimum 3+ years of experience coordinating complex travel (multi-leg and/or international)
• Proven ability to manage travel changes and disruptions (e.g., rebooking, contingencies, and real-time itinerary adjustments)
• Strong customer service orientation with a professional and solutions-focused approach
• Flexibility to support outside of standard working hours when required
• Highly organized with exceptional attention to detail and the ability to manage multiple priorities in a fast-paced environment
• Strong communication and stakeholder management skills; comfortable supporting senior executives and leadership teams
• High level of discretion and proven ability to handle confidential information