Executive Travel & Logistics Specialist (Part-time)
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.

Executive Travel & Logistics Specialist (Part-time)- 17811