Travel Flight Coordinator

The application window is expected to close on: 10/24/2025.

NOTE: Job posting may be removed earlier if the position is filled or if a sufficient number of applications are received.

This role will partner closely with our Executive Admins and C-Suite within Cisco to coordinate corporate travel services leveraging corporate aircraft and standardize and improve international service while mitigating risk for Cisco.

You will also work closely with our corporate aircraft operations supplier supporting strategic oversight including implementing and coordinating travel for our executive leaders.

Overall, as an internal private flight coordinator, the primary goal is to ensure the safe, efficient, and comfortable travel experience for the executives and support staff, while optimally leading resources and maintaining compliance with relevant regulations and standards.

You will align with Global Procurement Category and Supplier managers on negotiations and contracts, and be responsible for sourcing Air, Hotel and TMC including RFP, bidding process, contract pricing, and renewals.

We are seeking a highly organized and detail-oriented Flight Coordinator to support the safe, efficient and compliant operation of our corporate aircraft program. This role will focus on flight coordination, FAA regulatory compliance, third-party charter oversight, and advanced reporting to support executive leadership, finance and operational planning.

The ideal candidate will hold an FAA Aircraft Dispatcher Certificate, possess strong analytical skills and have experience in aviation operations, scheduling and data reporting-along with a solid understanding of third-party charter operations.

• Coordinate with C-suite executives and monitor all aspects of corporate flight operations, including scheduling and aircraft readiness.
• Ensure compliance with FAA regulations (Part 91/135), company policies and safety standards
• Analyze and interpret meteorological data, NOTAM's and flight plans to support safe standards
• Aircraft Selection: Assess the requirements of each flight, such as passenger capacity, range, and amenities, and select the appropriate aircraft for the trip. This should be coordinated closely with the corporate flight team and chartered 3rd party.
• Vendor Management: Liaise with aircraft operators, charter companies, and other service providers to negotiate contracts, obtain quotes, and ensure compliance with safety and regulatory standards.
• Safety and Compliance: In coordination with company charter, stay updated on aviation regulations, airport procedures, and security protocols to ensure compliance and safety during all flight operations. Monitor aircraft maintenance schedules and coordinate vital inspections and repairs.
• Communication: Serve as the main point of contact with travel liaison and or executive staff support, providing them with private flight itineraries, updates, and addressing any inquiries or concerns they may have. Be accessible after hours as needed - especially during international coordination.
• Budgeting and Cost Control: Develop and handle budgets for private flights, including tracking expenses, obtaining quotes, and optimizing costs without compromising on safety or quality.
• Emergency and Contingency Planning: Develop internal contingency plans for unforeseen circumstances, such as flight delays, cancellations, or changes in travel requirements. Coordinate alternative arrangements and communicate changes to relevant parties.
• Record Keeping: Ensure accurate records of flight details, passenger information, and other relevant data that is entered in flight management tools pre and post travel. Generate reports and analyze flight data to identify areas for improvement and cost-saving opportunities.
• Teamwork: Collaborate with other departments or team members, such as executive assistants, travel team, or security personnel, to ensure detailed coordination of private flights with other travel arrangements or health/ customs/ security protocols.
• Continuous Improvement: Stay updated on industry trends, new technologies, and standard processes related to private aviation. Find opportunities to enhance efficiency, customer experience, and cost-effectiveness in flight operations.

Minimum Qualifications

• FAA Aircraft Dispatcher Certificate (required or in progress).
• Minimum 2-3 years of experience in flight coordination, dispatch or aviation operations.
• Proven understanding of FAA Part 91/135 regulations and aviation safety protocols.
• Experience working with or running third-party charter vendors.
• Proficiency in aviation scheduling software and Microsoft Office Suite (Excel, Power BI a plus and excellent communication, interpersonal and problem-solving skills.
• Ability to work in a fast-paced, high-stakes environment with a rotating schedule if needed & after-hours support.

Preferred Qualifications

• Experience with Budgeting and Cost Control: Develop and handle budgets for private flights, including tracking expenses, obtaining quotes, and optimizing costs without compromising on safety or quality

At Cisco, we're revolutionizing how data and infrastructure connect and protect organizations in the AI era - and beyond. We've been innovating fearlessly for 40 years to create solutions that power how humans and technology work together across the physical and digital worlds. These solutions provide customers with unparalleled security, visibility, and insights across the entire digital footprint. Simply put - we power the future.

Fueled by the depth and breadth of our technology, we experiment and create meaningful solutions. Add to that our worldwide network of doers and experts, and you'll see that the opportunities to grow and build are limitless. We work as a team, collaborating with empathy to make really big things happen on a global scale. Because our solutions are everywhere, our impact is everywhere.

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