Travel Specialist

The Travel Specialist is responsible for providing day‑to‑day support for the firm’s travel program through close partnership with internal employees and business divisions. The individual will monitor the travel email inbox and serve as a primary point of contact for travel‑related inquiries, responding promptly to booking requests, travel disruptions, policy and technical questions. The role also delivers ongoing program administration support, ensuring a high‑quality and efficient travel experience for employees.

Essential Responsibilities:

• Monitor and manage the travel email inbox. Provide prompt and accurate guidance to travel-related requests, policy, and procedure question, by providing guidance on travel policies, preferred suppliers, and booking tools. 
• Serve as a point of contact for travelers and arrangers, delivering consistent, high-quality customer service. Escalate issues when needed.
• Troubleshoot and provide solutions regarding travel issues. Research and resolve issues with travel vendors.
• Flag recurring technical issues, policy gaps or common themes identified through day-to-day interactions with travelers and arrangers.
• Assist travelers with booking arrangements , itinerary modifications, and pre-trip logistics in conjunction with our Travel Management Company.
• Assist with group travel, meetings, or project‑based travel requests under guidance from internal team members (e.g., partner meetings, intern programs, firm events).
• Support initiatives to increase adoption of preferred suppliers and booking tools.
• Assist with documenting travel processes, FAQs, and traveler guidance materials, including but not limited to William Blair’s Intranet.
• Support travel education and communication efforts for employees.
• Assist Travel Director by partnering with internal teams such as HR, Marketing, and Security on travel‑related matters, as needed.
• Assist with travel reporting, data pulls, basic analysis, or other operational reporting tasks.
• Process and record invoices and other necessary travel documents in an accurate and timely manner.
• Participate in process improvement initiatives and special projects within the Travel team.
• Support the travel program with day-to-day administration as needed.
• Additional responsibilities as requested.

Qualifications

• Bachelor’s degree preferred
• 2–4 years of experience in a corporate travel, travel operations, or related administrative/support role required
• Working knowledge of travel policies, booking tools, and vendor coordination
• Exposure to basic travel reporting, data pulls, or invoice processing preferred
• Strong attention to detail with the ability to manage multiple requests in a fast‑paced environment
• Commitment to satisfying internal and external customers
• Client service orientation
• Proficiency with Microsoft Office (Outlook, PowerPoint, Excel, Word)

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