Executive Assistant and Travel Logistics Coordinator

Job Description

Job Description

Position Overview

We are seeking a highly organized and detail oriented Executive Assistant and Travel Logistics Coordinator to support a busy executive with a wide range of domestic and international activities.

This position will be responsible for coordinating travel and logistics from initial planning through completion, ensuring that itineraries, transportation, accommodations, documentation, expenses, and related details are accurate and well organized.

The ideal candidate is proactive, highly organized, comfortable managing multiple moving pieces, and able to remain calm and solutions oriented when plans change. This is a hands on role that requires strong follow through, sound judgment, discretion, and a service oriented approach.

Responsibilities

• Coordinate domestic and international travel arrangements, including flights, ground transportation, accommodations, and other logistics

• Develop and maintain detailed itineraries, travel documentation, confirmations, and related records

• Coordinate with travel providers, vendors, event contacts, transportation providers, and other partners

• Confirm that travel plans and required documentation are complete and ready in advance of departure

• Monitor changes to schedules, weather, transportation, and other potential disruptions and help develop contingency plans

• Communicate updates and changes clearly to relevant stakeholders

• Process and track invoices, expenses, reimbursements, and related financial documentation

• Reconcile expenses and receipts and assist with resolving discrepancies

• Maintain accurate vendor and operational records

• Coordinate closely with internal team members to ensure schedules and travel plans remain aligned

• Identify opportunities to improve travel, administrative, and operational processes

• Maintain a high level of confidentiality when handling sensitive information

Qualifications

• Experience coordinating complex travel, logistics, executive support, operations, or a related function

• Exceptional organizational skills and attention to detail

• Strong follow through and ability to manage multiple priorities simultaneously

• Experience with invoices, expenses, reimbursements, reconciliation, or other financial administration

• Strong written and verbal communication skills

• Ability to anticipate needs, identify potential issues, and develop practical solutions

• Professional judgment and discretion when handling confidential information

• Comfortable working with senior stakeholders, vendors, and external partners

• Strong proficiency with Microsoft Office and other business and travel related technology

• Ability to work effectively in a fast paced environment where priorities may change

Schedule & Working Environment

This is a full time, primarily in office position in Northern Virginia. The role operates primarily during established business hours, with some flexibility required for occasional early mornings, evenings, weekends, or holidays depending on travel schedules and changing needs. Limited travel or off site support may occasionally be required.

What We're Looking For

We are looking for someone who takes ownership of details, thinks ahead, and can be counted on to make sure things get done correctly. The successful candidate will be comfortable working independently, coordinating with a variety of people and organizations, and stepping in to solve problems when circumstances change.

Salary Range: $115,000 – $120,000, commensurate with experience and qualifications.