Executive Travel Coordinator

We are working with The Q Family Office, a multi-billion-dollar private investment firm, to assist in hiring a polished, resourceful, and service-driven Executive Travel Coordinator. This is an exceptional opportunity to support a high-profile CEO and his family, managing complex global travel, scheduling, and personal logistics at the highest levels of precision, discretion, and adaptability.

Blending the expertise of a travel coordinator, concierge, and executive assistant, the successful candidate will ensure every journey and experience is executed flawlessly. The family comprises over ten members who travel as a group several times per year to destinations spanning Asia, Europe, South America, and the Middle East. Travel is conducted primarily via privately owned aircraft, chartered yachts, helicopters, and commercial airline or rail.

The candidate may be based anywhere in the United States or Europe but must be available to travel internationally at 48 hours’ notice, with trips that may extend across multiple countries. The role requires a minimum of 10 to 12 weeks of international travel annually, during which the successful candidate should expect to work from 7am to 10pm managing logistics and providing concierge services on-site.

Key Responsibilities

• Plan and oversee end-to-end travel arrangements at every level, including hotel reservations, transportation, guides, and dining
• Conduct reconnaissance trips in advance to vet guides, assess hotels, and inspect boating and sleeping accommodations
• Travel with the family to all destinations to manage on-site logistics, planning, and concierge services
• Coordinate with hotels, vendors, and service providers to maintain impeccable standards throughout every trip
• Manage the family’s annual travel calendar, including Christmas and New Year in Europe or the Caribbean, ski weeks, and multi-week European and international itineraries
• Oversee logistics for complex, multi-country itineraries involving private aviation, chartered yachts, helicopters, and ground transportation
• Liaise with private air travel operators to ensure seamless scheduling and ground handling
• Anticipate and resolve logistical challenges relating to hotels, transportation, guides, restaurants, and charter services
• Maintain meticulous records, itineraries, and contingency plans for all travel
• Ensure the highest standards of discretion and confidentiality at all times

Ideal Candidate

• Degree in Hospitality, Travel Management, or a related field preferred
• Minimum three years’ experience in luxury travel, hospitality, or executive support
• Absolutely fluent in English; strong preference for French, with Spanish or Italian advantageous
• Demonstrable knowledge of private air travel logistics and experience planning luxury, complex, and highly customised global itineraries
• Proven ability to manage the full range of challenges inherent to this type of role, including hotels, transportation, guides, restaurants, yachts, and helicopter logistics
• Prior experience with concierge companies, luxury travel agencies, or premium travel services such as American Express Platinum strongly preferred
• Exceptional organizational skills with meticulous attention to detail
• Professional, proactive, and discreet with a calm and solutions-focused manner
• Able to work independently and with considerable autonomy in high-pressure, time-sensitive environments

Package

• Minimum 10–12 weeks of international travel per year
• Full benefits package to be discussed upon offer
• Salary: $150,000 – $160,000 per annum, depending on experience

Job Status: Live