Executive Travel Coordinator

Background: Manage, coordinate, and facilitate the Commander's highly sensitive global travel obligations based on understanding the Command’s mission, functions, organization structure, program responsibility and relations with high headquarters, outside agencies and the USSOUTHCOM working environment.

Objectives: Provide strong communication and grammatical skills with the ability to deliver oral and written information to different audiences including high ranking officials and distinguished visitors.

Concept of Operations (CONOP) development, Travel Itinerary, and all other required documentation should be “near” error-free so QC work should be minimal by colleagues.

Provide the ability to plan and integrate key mission strategic objectives and activities of the Commander and coordinate and integrate received information/material into a cohesive final product that accurately reflects the Commander’s position on a wide variety of mission-related issues.

Ensure Command staff providing all necessary support and products in proper format with proper context per CCDR guidance.

Coordinate and lead meetings/briefings with all stakeholders to include, CCDR, SC J59 Desk Officers, Embassy Country Team, Security Cooperation Office’s (SCO), SOUTHCOM Joint Engagement Visitors Bureau (JEVB) Protocol Officer, Command Group Staff, Partner Nation personnel.

Lead, coordinate, and integrate key stakeholders in planning CCDR travel. Ensure CCDR priorities are part of every engagement, if possible, and intent is followed my colleagues throughout the command, and Team DOD under her command.

Executive Travel Planner Specific Tasks: Contractor shall provide non-personal services to include developing a Concept of Operation (CONOP), Final trip Itinerary Product for CCDR Approval, documents to SJA for Legal review prior to travel, airframe request for MILAIR, and be responsible for updating and maintaining these travel documents in the CAG repository (MS Teams folder) to ensure accessibility and auditability of future, current, and past trip information. Tasks consist of the following: Basic Services: Serve as a Travel planner to the CCDR providing authoritative advice for the planning, development, and execution of CCDR Travel throughout the U.S. Southern Command Area of Responsibility (AOR) and to the United States.

The Executive Travel Coordinator Contractor Shall:

1. Manage, coordinate, and facilitate the Commander's highly sensitive global travel obligations based on understanding the Command’s mission, functions, organization structure, program responsibility and relations with high headquarters, outside agencies and the USSOUTHCOM working environment.

2. Communicate effectively both orally and in writing with the CCDR and senior leaders. Deliver oral and written information to different audiences including high ranking officials and distinguished visitors.

3. Provide the ability to plan and integrate key mission strategic objectives and activities of the Commander and coordinate and integrate received information/material into a cohesive final product that accurately reflects the Commander’s position on a wide variety of mission-related issues.

4. Maintain a well-developed, comprehensive technical knowledge and have a thorough understanding of Command operations and the Army organizational structure to plan and direct a pathway forward or select a course of action while obtaining knowledge of protocol and military etiquette.

5. Using the Executive Travel Planner checklist as a guide, coordinate travel arraignments in both Continental United States (CONUS) and Outside Continental United States (OCONUS) for the Commander with contact/representatives from Department of Defense, Department of the Army, high ranking military and civilian officials (General rank of equivalent) within the United States Southern Command area of responsibility which includes Central and South America and including local community and civic leaders, representatives of city, state, and national government, to include Senators, Congressmen, Governors, and Mayors, representatives of foreign governments, and other distinguished visitors and dignitaries, both foreign and domestic.

6. Negotiate, influence, or persuade military and/or civilian decision-making officials to accept recommendations to enable the Commander to accomplish required travel plans to and ensure mission success.

7. Develop the visit agenda working with a wide variety of staff members of senior management officials of the Joint Staff, Department of Defense, White House, and other federal and government agencies.

8. Develop the travel concept of operations that provides the details of the visit to include the movement plan on at the travel location, goals, and objectives at each meeting, brief, and/or office meeting conducted during visit.

9. Familiarity with all necessary documents; briefs, studies, and papers to help ensure Commander has all the information needed to shape the visit. Have a series of in-progress reviews (IPRs) with the staff and the Commander specifically focused on ensuring the desired intent of the visit are known, a plan to accomplish the objectives is made, and coordination and consolidation of events to maximize time on ground is achieved.

10. Create and update the draft itinerary, executive air request/ manifest, lodging, dignitary access coordination, JPAS/VARs, legal review, ground transportation, customs coordination per Executive Travel Planner checklist requirements.

11. Per Executive Travel Planner checklist requirements, coordinate foreign travel for the Commander with the US Embassy and host country representative(s) to ensure security, transportation, lodging, and meeting agenda items are properly addressed and provided.

12. Per Executive Travel Planner checklist requirements, arrange for foreign clearance travel with the host nation and ensures proper protocol arrangements are made for the Commander’s travels. Ensure these are provided via the US Embassy to foreign dignitaries the Commander will meet. Work on completing and submitting the following: aircraft and personnel Automated Clearance System (APACS) request, work visa clearance, security clearance requirements, Joint Personnel Adjudication System (JPAS)/ Visitor Authorization Request (VAR), passport validation, COVID test, ground transportation memorandums, customs clearance documents, legal review, MILAIR request to Chief of the US Air Force Special Air Missions Division (CVAM).

13. Identify Executive Airlift (EA) requirements, routing, and plan airlift support missions by submitting MILAIR request to Chief of the US Air Force Special Air Missions Division (CVAM) Executive Airlift Scheduling Activity (EASA) in the Pentagon. Coordinate transportation for each leg of travel on the ground. Work with Protocol office to ensure if gifts are exchanged, they are coordinated and laid in on the itinerary and transported to appropriate location for exchange to take place.

14. Coordinate and lead meetings/briefings with all stakeholders to include, CCDR, SC J59 Desk Officers, Embassy Country Team, Security Cooperation Office’s (SCO), SOUTHCOM Joint Engagement Visitors Bureau (JEVB) Protocol Officer, Command Group Staff, Partner Nation personnel.

15. Per Executive Travel Planner checklist requirements, develop Concept of Operation (CONOP) and Final trip Itinerary Product for CCDR Approval and submit to SJA for Legal review prior to travel. Responsible for updating and maintaining the travel document repository to ensure accessibility and auditability of future, current, and past trip information.