Executive Assistant & Travel Coordinator Role

Job OverviewWe are seeking a highly organized, proactive, and experienced C-Suite Executive Assistant & Travel Coordinator to provide outstanding administrative and travel support to a select group of senior executives and the Ruby family. This unique dual-role requires a high level of discretion, strong attention to detail, and the ability to thrive in a fast-paced, high-touch environment. The ideal candidate is calm under pressure, adaptable, and confident, managing complex schedules and luxury travel arrangements both independently and collaboratively.Key ResponsibilitiesTravel Coordination & LogisticsPlan, book, and manage all corporate and personal travel aspects for the Ruby family and C-suite executives, ensuring a seamless and elevated experience.Includes: flights, hotels, dining reservations, ground transportation, and special requests.Maintain and nurture relationships with hotel partners; negotiate and manage preferred rate agreements.Create and distribute polished, detailed travel itineraries.Proactively research and recommend best-in-class travel services, apps, and loyalty programs to optimize cost, quality, and efficiency.Remain available for after-hours or weekend support in the event of last-minute travel changes or disruptions.Executive Support for C-SuiteProvide administrative support for a small group of C-suite executives (excluding CEO and Founder), including:Calendar and scheduling managementCoordination of internal and external meetings, including video conferences and off-site eventsSending and managing calendar invitesPrepare agendas, meeting briefs, follow-up notes, and presentation materials.Draft executive communications, travel memos, and PowerPoint presentations.Handle sensitive information with the utmost confidentiality and professionalism.Qualifications & Requirements1-3 years of experience providing high-level administrative support and/or coordinating complex travel logistics in a dynamic, high-touch environment.Demonstrated ability to manage competing priorities and execute with precision under tight timelines.Exceptional written and verbal communication skills; professional demeanor and interpersonal acumen.Advanced proficiency with Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and travel management platforms or tools (e.g., Concur, TripIt, Amex GBT).Experience in luxury hospitality, concierge services, or executive lifestyle management is a strong plus.Flexibility to work nights, weekends, and respond to urgent changes as needed.High degree of discretion, sound judgment, and commitment to service excellence.Additional Role ExpectationsOccasional Travel May Be Required: The assistant may be asked to travel in advance of the Ruby family to scout and assess potential vacation destinations to ensure they meet quality and experience standards.High Responsiveness & Flexibility: This role demands the ability to work quickly and handle last-minute changes with grace and efficiency"”particularly in high-stakes or time-sensitive situations.Hands-On & Detail-Oriented: A strong eye for quality, an understanding of luxury standards, and the ability to anticipate needs are essential to success in this role.Service-Driven Mindset: The ideal candidate thrives in a support role that values discretion, intuition, and elevated service as core to their day-to-day function.

Created: 2025-05-25