[Hiring] Administration and Travel Advisor @Internet Society

Role Description

The Administration and Travel Advisor provides administrative, travel, event, and logistics support for the Fellowship Program and Alumni Network team. The role coordinates international travel and program logistics, maintains accurate administrative records, and completes routine assignments in accordance with established procedures.

Location: Remote

Application Deadline: October 23, 2026

Essential Duties and Responsibilities

• Plan, procure, and oversee end-to-end travel arrangements for fellows and staff, including air and ground transportation, accommodation, and meeting venues, ensuring cost-efficiency and compliance with the Foundation's travel policy.
• Coordinate administrative and logistical arrangements for program events, meetings, sessions, workshops, and seminars, both online and in person.
• Source and secure viable itineraries for travelers from remote, underserved, or hard-to-reach locations, including routings outside standard booking platforms.
• Coordinate multi-level travel approvals and security clearances for high-risk or restricted routings, working with security, leadership, and program teams to ensure internal procedures and duty-of-care obligations are met.
• Administer travel insurance and medical coverage for fellows, including enrolling participants, communicating policy benefits and procedures, and coordinating with insurers on claims and incident support.
• Provide emergency travel support, rapidly rebook flights, secure alternative accommodation, and resolve logistical disruptions to safeguard traveler well-being and program continuity.
• Develop comprehensive pre-departure traveler packages, including event guides, accommodation details, flight itineraries, local logistics, and key contact information.
• Direct the logistical planning and execution of program events, meetings, workshops, and seminars across in-person, virtual, and hybrid formats.
• Provide administrative and logistical support for in-person and online training initiatives upon request.
• Plan and evaluate alumni engagement events, tracking costs, attendance, and return on investment to inform future program strategy.
• Negotiate and manage vendor and group accommodation contracts, including RFPs and room blocks, securing competitive rates near event venues and monitoring deliverables from travel agencies, hotels, and other suppliers.
• Monitor spend against approved budget allocations, process traveler reimbursement claims in line with Foundation policy, and prepare post-event expense reports and reconciliations.
• Evaluate and continuously improve the systems, tools, and workflows used to administer the fellowship program, identifying opportunities to improve efficiency and the participant experience.
• Other duties as assigned.

Qualifications

• 7 years of work experience in administration, travel, logistics, events, or a related field.
• A bachelor’s degree or an equivalent combination of education and experience.
• Conceptual knowledge of the theories, practices, and procedures used in administration, international travel, logistics, events, or program support.
• Ability to perform routine assignments using existing procedures and to seek instruction, guidance, or direction from more senior roles when appropriate.
• Ability to use existing procedures to solve standard problems, analyze information and standard practices, and make sound judgments.
• Experience arranging international travel, transportation, lodging, meetings, and event logistics.
• Proven ability to develop and maintain productive working relationships with vendors such as travel agencies, hotels, transportation providers, venues, and other service providers.
• Strong organizational and time-management skills, with excellent attention to detail and the ability to manage multiple deadlines.
• Excellent oral and written communication skills in English; additional languages are an advantage.
• Ability to exchange straightforward information clearly, ask questions, and check for understanding with travelers, colleagues, vendors, and external stakeholders.
• Proficiency with standard Microsoft Office applications and familiarity with relevant travel, finance, CRM, community, marketing, or event-management systems; Salesforce experience is an advantage.
• Ability to handle confidential traveler, participant, financial, and vendor information appropriately.
• Willingness and ability to travel as required.

Benefits

• Generous paid time off and paid public holidays.
• Based on local in-country guidelines.
• Get paid to volunteer in your community!
• Annual company contribution towards professional development or higher education.
• Flexible work-from-home options.

Company Description

The Internet Society Foundation supports and promotes the development of the Internet as a global technical infrastructure, a resource to enrich people’s lives, and a force for good in society. The Foundation is committed to a culture of diversity and inclusion, where all individuals are valued for their distinct contributions.