What are the responsibilities and job description for the Executive Travel Support Specialist position at System One?
Position Title: Executive Travel Support Specialist (Immediate Office)
Clearance: Public Trust (PIV eligible)
Location: On‐site – Washington, DC
Duration: Minimum 6 months (with potential extension)
Travel: Yes – in support of senior leadership travel
Work Status: Full‐time, on‐site
Position Overview
System One is seeking an experienced Executive Travel Support Specialist to provide direct, on‐site travel support to the Assistant Secretary and senior leadership team, including Deputy Assistant Secretaries and Senior Executive Service (SES) officials. The individual will be embedded within the Immediate Office and responsible for end‐to‐end executive travel planning, execution, and closeout in accordance with Federal Travel Regulations (FTR).
This role requires a high degree of professionalism, discretion, responsiveness, and familiarity with the pace and demands of senior federal leadership.
Key Responsibilities
Executive Travel Planning & Execution
- Plan, coordinate, and execute domestic and limited international travel for the Assistant Secretary, Deputies, and SES‐level officials.
- Prepare and manage complex itineraries, including airfare, lodging, ground transportation, and security‐related considerations.
- Serve as the primary point of contact for leadership travel coordination.
Dynamic Travel Support
- Provide real‐time travel support before and during trips.
- Rapidly adjust itineraries in response to directed changes or evolving priorities from senior leadership.
- Coordinate last‐minute travel changes with carriers, hotels, and internal stakeholders.
Compliance & Closeout
- Ensure full compliance with the Federal Travel Regulation (FTR) and HHS/ACF travel policies.
- Prepare travel authorizations and vouchers.
- Support travel closeout activities, including documentation and reconciliation.
Budgeting & Forecasting
- Track and support executive travel budgets.
- Assist with forecasting anticipated travel needs and costs for leadership.
- Provide leadership with accurate, timely travel cost information as needed.
Immediate Office Support
- Work closely with the Immediate Office staff, executive assistants, and leadership teams.
- Maintain discretion when handling sensitive schedules and leadership movements.
- Support ad hoc travel‐related tasks as required.
Required Qualifications
- Demonstrated experience supporting Assistant Secretary, Deputy Assistant Secretary, and/or SES‐level federal travel.
- Strong working knowledge of the Federal Travel Regulation (FTR).
- Experience with end‐to‐end travel lifecycle: planning, execution, modification, and closeout.
- Ability to thrive in a fast‐paced, high‐visibility executive environment.
- Exceptional attention to detail and problem‐solving capabilities.
- Ability to support on‐site work in Washington, DC, full‐time.
- Eligibility to obtain a Public Trust clearance, PIV card, and ACF GFE.