Executive Travel Assistant

Executive Travel Assistant Based in Redwood City, the Executive Travel Assistant owns end-to-end travel planning and execution for the CEO and Executive Office. The role ensures every trip is seamless, compliant, and aligned to the CEO’s schedule and priorities. The candidate serves as a trusted travel operator—anticipating needs, resolving issues quickly, and coordinating across internal teams, vendors, and Executive Protection. Reporting to the Chief of Staff and Executive Assistant, the role operates as an extension of the CEO support model. The role requires precision, discretion, responsiveness, and calm execution in a fast‑moving environment. What You’ll Do Executive Travel Planning & Booking Manage all domestic and international travel bookings for the CEO and Executive Office. Book hotels, car services, and ground transportation using the travel management company. Coordinate with EA’s aviation partners for corporate jet travel. Secure VIP hotel accommodations and confirm room type, amenities, upgrades, early check‑in, and special arrangements. Develop a personalized hotel directory for CEOs travel to top‑30 locations. Manage sold‑out situations, waitlists, upgrades, and last‑minute changes. Arrange and coordinate company driver schedules where required. Trip Logistics & Pre‑Travel Preparation Build detailed, end‑to‑end itineraries including confirmations, contacts, and logistics notes. Reconfirm all components (flights, hotels, car services) 24 hours prior to departure. Partner with Executive Protection to ensure pre‑arrival checks and security coordination. Monitor trips in real time and proactively manage delays, cancellations, or disruptions. Provide on‑call support before and during travel, including after hours when needed. Serve as a direct travel point of contact for the CEO while in transit. Calendar & Coordination Maintain a dedicated travel calendar partnered with the CEO’s master calendar. Coordinate with the Executive Assistant to ensure travel aligns with business priorities. Send all travel‑related calendar holds and confirmations. Ensure no conflicts, gaps, or missed components across complex itineraries. Support standardized itinerary templates for Executive Office use. Complex Travel Lead logistics for high‑complexity trips including: International business travel Board of Director meetings Leadership off‑site events Studio & Partner meetings Provide onsite logistical support for multi‑day executive meetings. Travel Compliance & Documentation Ensure visa, customs, and international travel requirements are met. Collect hotel folios and travel receipts post‑trip. Support the Executive Assistant with expense submissions. Monitor and reconcile travel‑related expenses for accuracy and compliance. Track corporate jet hours, business and personal, and ensure accurate accounting and reimbursement for tagalongs where applicable. Occasional Personal Travel Coordinate the CEO’s personal travel arrangements with the same level of detail and service. Maintain strict confidentiality and clear separation from business travel processes. Who You Are Required Qualifications 5‑10+ years of VIP/C‑suite travel logistics support. Advanced proficiency in travel management systems. Knowledge of global luxury travel standards and providers. Expertise in complex international logistics and itinerary planning. Comfort with on‑call support and flexible scheduling to meet executive needs. Essential Soft Skills Maintain structured task‑tracking systems and documented workflows. Proven experience handling sensitive information in compliance with data protection policies and confidentiality agreements. Identify process gaps, implement corrective actions, and resolve operational issues using structured problem‑solving methodologies. Demonstrated capacity to operate in high‑pressure environments while maintaining productivity, decision accuracy, and stakeholder alignment. Advanced ability to create executive‑level correspondence, reports, and documentation. Consistent record of meeting deadlines, following organizational policies, and maintaining compliance with professional and ethical standards. What Success Looks Like The CEO experiences smooth travel. Disruptions are handled before they become visible. The Executive Assistant trusts this role to independently execute travel logistics. Calendar alignment and expense processes are clean and compliant. Vendors and partners recognize EA travel standards as consistent and professional. Compensation And Benefits The ranges listed below are what EA in good faith expects to pay applicants for this role in these locations at the time of this posting. If you reside in a different location, a recruiter will advise on the applicable range and benefits. Pay is determined based on relevant business and candidate factors. California (depending on location e.g., Los Angeles vs. San Francisco): $83,100 – $127,500 USD In the US, EA offers a package of benefits including 3 weeks paid time off to start, 80 hours sick time per year, 16 paid company holidays per year, 10 weeks paid time off to bond with baby, medical/dental/vision insurance, life insurance, disability insurance, and 401(k) for regular full‑time employees. Certain roles may also be eligible for bonus and equity. About Electronic Arts Electronic Arts is an equal opportunity employer. All employment decisions are made without regard to race, color, national origin, ancestry, sex, gender, gender identity or expression, sexual orientation, age, genetic information, religion, disability, medical condition, pregnancy, marital status, family status, veteran status, or any other characteristic protected by law. EA also considers qualified applicants with criminal records in accordance with applicable law and makes workplace accommodations for qualified individuals with disabilities as required by applicable law. #J-18808-Ljbffr SupportFinity™