Executive Travel Coordinator

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Full Time






Sep 28, 2021


About The Privilege
The Privilege is a members-only travel club with special privileges at unique properties worldwide. Through our worldwide network of hosts, fixers, guides and concierges, we do our utmost to find the perfect experiences for your journey. Our partners are an ever growing list of hotels, villas, yachts and more. They range from boutique hotels only known by few to 27 invitation-only preferred partnerships, with the most exclusive luxury hotel groups in the world, all promising exclusive rates, privileges and VIP-status.

Role Summary
The Privilege is in need of an experienced executive coordinator that specializes in travel coordination. The Executive Travel Coordinator will arrange, manage and coordinate all aspects of travel to meet the specific needs of the clientele of the organization. He or she typically completes all travel from start to finish and prevents or troubleshoots travel issues that arise.

A travel administrator researches and books flights, ground transportation and hotel accommodations, and provides travelers with directions and destination information. Knowledge of relevant flight regulations and required travel documentation are a must. Because of the unpredictable nature of the transportation industry and the complex task of coordinating employee and client schedules with business deadlines, a travel administrator should be an exceptional organizer, communicator, multi-tasker and problem-solver.

Managing daily schedule; adapting as needed and effectively communicating changes to all parties
Prioritize workflow and schedule, by planning out and directly supporting with task completion
Manage action item list
Maintain relationship databases and CRM
Researches and compares available travel and hotel accommodations to identify the best available option for each travel need.
When travel arrangements are within approved travel reasons and budget limits, makes all arrangements and reservations as requested.
Prepare travel itineraries and distribute travel arrangements and schedules to all appropriate staff.
Obtains approval from leadership for travel requests and expenses that exceed established limits.
Advise travelers of and assists with any need for specialized travel documents such as visas or passports.
Monitor and facilitate the use of company air travel credit cards, frequent flyer programs, and other applicable rewards and loyalty programs.
Processes reimbursements for travel expenses.
Perform other related duties as assigned.

Minimum Qualifications

Knowledge in database management and Airtable
Keen attention to detail for data entry and record management
Well-organized multitasker, capable of operating on multiple fronts simultaneously and in an orderly fashion
A proactive approach to problem-solving with strong decision-making skills
Enjoys working in a challenging and fast-paced environment
Must be a self-starter and a strong team player
Ability to work independently and collaborate remotely
Has an excellent grasp of spoken and written English and can articulate ideas clearly and concisely
Must be willing to work flexible hours and not your usual 9-5 job

Experience in Virtual Assistance
Experience in a startup environment
Experience with Canva, Umapped and Sion
Experience in GDS (e.g. Amadeus, Galileo, Sabre, etc)

Office & Admin (Virtual Assistant)
Travel Planning Email Management
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