Travel Assistant

Description

Position Summary: The Travel Assistant works directly with the Travel Manager providing essential administrative support to all travel operations. This includes updating multiple calendars for key stakeholders and ensuring information is accurate and current. The ideal candidate has exceptional attention to detail, is capable of accurately and efficiently following direction, and has the confidence to work independently and on behalf of the Travel Manager when needed.  

Position Responsibilities:   

• Ensures that all schedules, travel calendars, and documents are coordinated and accurate 

• Maintains and organizes all logistical records and documentation for travel scheduling and planning  

• Accurately and effectively communicates travel logistics to key stakeholders  

• Responsible for all travel-related accounting and financial record-keeping 

• Proactively researches international trip entry and visa requirements  

• Supports the Travel Manager in overseeing flight planning and coordination in partnership with a contract aviation management company 

• Facilitates booking and coordination of ground transportation and rental vehicles for staff and family needs 

• Maintains positive relationships with vendors 

• Researches and facilitates equipment leases and purchases necessary for family travel 

• Maintains awareness of world events and weather that may affect travel plans 

• Be able and willing to provide occasional after-hours coverage in instances of travel delays, cancellations, or other unexpected changes to travel plans 

Qualifications

Essential skills and experience:   

• High School Diploma required; College Degree preferred and/or any combination of education, training, and experience that 

• demonstrates the ability to perform the duties of the position 

• 3 years of Executive or Personal Assistance experience for a high net worth or C-Suite Individual with heavy travel responsibilities & calendaring duties  

• Must possess a “24/7 mindset”, having the ability to stay adaptable and responsive to urgent needs, schedule changes, and operational demands 

• Must be highly proficient with in Outlook, Outlook Calendar, G-Suite, Excel, Word, and other Microsoft programs 

• Clear, efficient, and accurate communication skills 

• Ability to thrive in a fast-paced environment while efficiently managing records and adapting to ever-changing logistics. 

• Exceptional interpersonal and communication skills; positive attitude 

• Dependability, integrity and regular use of discretion and independent judgment 

• Practices and encourages security and confidentiality of all sensitive information 

• Excellent knowledge of general office procedures 

• Excellent time management skills: ability to organize and coordinate multiple projects with available resources 

• Ability to always maintain a high level of strict confidentiality and professionalism  

• Possess a valid driver’s license with a good driving record 

Valued but not required skills and experience:   

• Prior experience working for a high-net-worth client  

• Experience or familiarity with booking and managing transportation with private jet/ aviation companies  

• A background in private estate, luxury hospitality, or in a similar industry  

Physical demands and work environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Physical demands:  Basic standing, walking, sitting. Close vision demands due to continual desktop computer work requirements.  Driving of personal vehicle required to various local properties and vendor sites.  Occasional lifting of up to 15 pounds. 

• Work environment:  Cubical setting.  Noise level usually moderate. 

• Travel:  Minimal or no travel required. 

• General sign-off:  The employee is expected to adhere to and ensure compliance with all relevant OSHA safety regulations for all facility personnel; as well as all company policies, and to act as a role model in the adherence to policies.  

WHO ARE YOU?

You are a self-motivated, go-getter who takes extreme pride in their work. You require little supervision, and work well independently; but also enjoy being part of a team. You are detail oriented, and work well with structure and schedules; but you're fluid enough to change direction with little notice. You're open to feedback, because you always want to be just a little better than you were the day before. You think on your feet, and are an effective communicator - regardless of whether you're chatting with an intern or presenting to the CEO. You are able to manage multiple projects at once and have great people management skills, for when it's time to delegate. You're professional, but don't take yourself too seriously and have an excellent sense of humor. You consider your profession more of a lifestyle than just a job - and are passionate about the career path you've chosen for yourself. You are open-minded, and willing to speak up when you have great ideas. You aren't afraid of change, and seek out opportunities to improve processes. You're comfortable leading (and completing) projects, and do so with a positive attitude. Your background likely consists of work on large properties, private estates, or in luxury hotels. You've taken on a lot in your career, and you're ready for your next challenge!
 

WHO ARE WE?

DFI is a private property management company dedicated to providing unparalleled Service Excellence to our clients. In support of our goal, we work hard to develop an amazing culture for our teams which extends far beyond a typical organization or benefits package. We offer many exciting programs that focus on developing the whole person - we work hard, play hard and know how to have FUN!
 

Why DFI?

• Fun, team-oriented environment
• Competitive salary and performance based bonus program
• 100% employer paid medical, dental, and vision insurance for employees and their dependents (with participation in our Wellness Incentive Program)
• 401(k) match
• Generous vacation and personal time off allowance
• Charitable donation matching program
• Training and development opportunities
• Programs and activities to encourage a balanced lifestyle
   

This is a drug free workplace where all candidates are required to complete a background check and drug test before employment

DFI is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: DFI is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at DFI are based on business needs, job requirements and individual qualifications, without regard to age, race, color, religion or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. DFI will not tolerate discrimination or harassment based on any of these characteristics.