Executive Travel & Logistics Specialist 17811

Executive Travel & Logistics Specialist
Work Model: Remote US work hours.
Time Zone:EST

Role Summary

We are seeking a highly experienced Executive Travel & Logistics Specialist to manage end-to-end travel logistics for senior leadership including the CEO. This role covers both business and personal travel and requires exceptional speed judgment and self-sufficiency.

This is not a transactional booking role. Success requires proactive thinking strong operational ownership and the ability to anticipate needs in a fast-moving high-context environment. The role works closely with an Executive Assistant and must comfortably support CEO-level calendars confidentiality and rapidly changing priorities.

Availability is required during active travel windows to troubleshoot issues in real time. Outside of travel periods the role operates on an on-call basis for urgent needs.

Key Responsibilities

Executive & Personal Travel Management

• Manage all aspects of executive travel including flights hotels ground transportation dining visas and special accommodations.

• Handle both business and personal travel for the CEO with a high degree of discretion and accuracy.

• Build efficient realistic itineraries that account for time zones recovery time and shifting priorities.

• Maintain and continuously refine executive travel profiles preferences and constraints.

• Monitor travel in real time and resolve disruptions proactively without unnecessary escalation.

Calendar & Logistics Coordination

• Coordinate travel seamlessly with complex executive calendars across multiple managers and time zones.

• Identify and flag scheduling conflicts unrealistic travel plans or downstream impacts before they occur.

• Align travel logistics with meetings events and personal commitments.

• Support last-minute changes and rapid pivots calmly and accurately.

Real-Time Travel Support

• Be available during executive travel to troubleshoot delays cancellations rebookings and itinerary changes immediately.

• Act as the single point of resolution so executives are not dealing directly with vendors.

• Make fast sound decisions under pressure while keeping stakeholders informed.

Operational Excellence

• Follow SOPs exactly as written while applying judgment in edge cases.

• Track all travel-related tasks and commitments with zero drop-off.

• Send proactive updates confirmations and summaries without prompting.

• Maintain clean documentation and handoffs within Google Workspace.

• Ensure error-free execution across all bookings and communications.

Required Qualifications

Speed & Self-Sufficiency

• Proven ability to operate in a very fast-paced high-expectation environment.

• High output with minimal supervision.

• Strong retention of context and prior instructions avoids re-asking covered items.

• Proactively communicates status updates and issues.

Google Workspace Experience

• Proficient to advanced experience in Gmail Google Calendar Google Docs and Google Sheets.

• Comfortable managing shared calendars permissions and complex scheduling logic.

Administrative & Execution Skills

• Executive-level calendar management across multiple managers and time zones.

• Strong task tracking and follow-through.

• Excellent SOP reading comprehension and adherence.

• Inbox management with clear prioritization.

• Error-free written communication.

• Exceptional attention to detail in time-sensitive scheduling.

• Ability to follow instructions precisely without deviation.

Cognitive & Critical Thinking

• Strong pattern recognition and ability to immediately apply feedback.

• Independent operator who does not require step-by-step instructions.

• High critical thinking skills identifies issues proposes solutions and connects dots.

• Strong judgment around urgency escalation and executive experience.

Additional Attributes We Value

• Experience supporting founders CEOs or C-suite executives in high-growth environments.

• Comfort working with incomplete information and evolving priorities.

• Calm grounded presence under pressure and during last-minute changes.

• Strong sense of ownership and accountability for outcomes.

• High trust confidentiality and discretion.

• Cost-aware without sacrificing quality or executive experience.

• Clear concise asynchronous communication.

What Success Looks Like

• Executives never worry about travel logistics.

• Issues are solved before they are visible.

• Communication is proactive concise and accurate.

• Travel plans align cleanly with calendars and business priorities.

• The Executive Assistant and CEO trust this role fully and rely on it as an extension of their execution capability.

Required Experience:

IC