Traveling Personal Assistant

Job description

## **Personal Travel Assistant** As the Founder’s travel assistant, you are the operational heartbeat that keeps business, travel, and personal life moving in perfect sync. Roughly 50 % of your time will be spent on the road, escorting the principal door‑to‑door across global itineraries while orchestrating every checkpoint, villa stay, luggage transfer, shipment, and VIP experience. You will curate hard‑to‑find dining and cultural discoveries, secure last‑minute reservations and elite access, and re‑engineer plans at a moment’s notice—all while ensuring travel companions receive seamless support. When not traveling, you become the trusted household and communications hub: maintaining the US residence, directing vendors and staff, stocking essentials, and relaying real‑time priorities to internal teams. From sourcing specialized equipment to handling everyday errands, you anticipate needs before they surface, delivering comprehensive personal support that frees the Founder to focus on high‑impact decisions. Success in this role demands impeccable planning, high‑pressure agility, and a service mindset that turns complexity into effortless continuity. ## **Core Responsibilities** ### **1 — Travel & On-Site Coordination (≈ 50 %)** - **Plan + Escort:** Build complex itineraries; accompany the founder door-to-door, smoothing every checkpoint, connection, and driver hand-off. - **Villa & Staff Sourcing:** Locate exceptional villas or short-term homes, negotiate rates, and hire chefs, housekeepers, and drivers as required. - **Luggage & Equipment Coordination:** Manage the movement of a significant volume of personal baggage and sensitive medical gear across commercial flights, private charters, and helicopters; maintain detailed inventories and provide live status updates until everything is safely in place. - **Package & Supply Dispatch:** Oversee a steady stream of shipments—from household items to time-critical supplies—originating from the principal’s residences or vendors; arrange reliable routing, navigate customs, and ensure delivery even in challenging or remote locations. - **Streamlined Sourcing & Delivery:** Anticipate, obtain, and coordinate the secure, on‑time arrival of whatever the principal requires—ranging from specialized gear to everyday essentials—while deftly managing availability, regulations, and complex global logistics. - **Guest Facilitation:** Handle all logistics, reservations, and on-site essentials for accompanying friends,guests, and business associates, ensuring every companion’s requirements are met seamlessly. - **Experiential Scouting & Curation:** Identify and vet exceptional, under‑the‑radar restaurants, cultural venues, and activities—far beyond mainstream guides—to deliver truly memorable, highly refined experiences in every destination. - **High‑Pressure Agility:** Re‑engineer flights, lodging, ground transport, and agendas when plans change with little warning; maintain composure and deliver complete, high‑quality alternatives within tight time frames. - **Elite Access & Reservation Management:** Leverage an international network of concierges, restaurateurs, and event coordinators to secure last‑minute tables, invitations, and VIP credentials that are typically unavailable to the public. - **Central Liaison & Communication Hub:** Act as the principal’s day‑to‑day point of contact, relaying real‑time updates, shifting priorities, and approvals to internal teams, household staff, and external vendors so everyone stays fully aligned and able to execute without delay. - **Comprehensive Daily Assistance:** Own the full spectrum of routine personal support—anticipating needs, running essential errands, keeping schedules and equipment ready, and maintaining everyday comforts—so the principal can stay wholly focused on strategic priorities. ### **2 — Residence & Household Management (≈ 50 %)** - **Home Base:** Oversee routine maintenance, vendor scheduling, and upgrades for the principal’s primary residence; keep inventories current and the home “arrival-ready” at all times. - **Lifestyle Details:** Stock pantries to personal dietary specs, coordinate medical appointments, renew documentation, and remember special dates and preferences. - **Vendor Liaison:** Translate the founder’s wishes into clear directions for chefs, stylists, contractors, and luxury-service providers worldwide. - **Expense & Record Keeping:** Capture receipts, manage petty-cash floats, and prepare concise spending summaries for accountants with strict confidentiality.