Executive Assistant

Role overview

Executive and travel support

• Support executives and guests with international business and leisure travel.
• Arrange hotels, commercial flights, private jet charters, transfers, and activities.
• Research destinations and prepare tailored proposals, itineraries, destination guides, and weekly event recommendations.
• Source and negotiate rates with travel providers and monitor bookings for accuracy and quality.

Aviation and VIP airport services

• Coordinate private aviation requests and compare charter options.
• Arrange VIP airport assistance, Fast Track services, and meet-and-greet arrangements.
• Verify flight and passenger details, tickets, and travel documents; coordinate changes and transitions between destinations.

Calendar and logistics

• Maintain travel and activity calendars, coordinate schedules, and identify potential conflicts.
• Arrange transportation, drivers, car rentals, accommodation, and travel for accompanying staff and guests.
• Manage travel insurance and ensure arrangements are in place.

Administration and teamwork

• Maintain records and correspondence; review invoices, supplier statements, payment statuses, and booking conditions.
• Monitor cancellation policies, payment deadlines, and reservation hold periods; prepare task updates and shift handovers.
• Monitor requests, respond to changing priorities, and coordinate with the Travel & Lifestyle team and other departments.

Experience and qualifications

• At least 3 years in an Executive Assistant, Personal Assistant, Travel Coordinator, or similar role supporting senior executives or high-net-worth individuals.
• Solid experience organizing international travel.
• Exposure to private aviation, VIP airport services, or GDS platforms is an advantage.
• Willingness to travel internationally and accompany executives when required.
• Strong organizational, multitasking, time-management, communication, negotiation, and problem-solving skills.
• Attention to detail, ability to anticipate needs, a proactive service-oriented approach, and composure under pressure.
• Professionalism, discretion, and confidentiality.

Work arrangement

• The offer states that employees may work remotely from anywhere.
• International business trips alongside executives may be possible.

Schedule

• Rotational schedule of 2 working days followed by 2 days off, coordinated with another team member.

Compensation

• Competitive remuneration based on experience and qualifications; no pay amount or cadence is provided.