Executive Operations & Travel Specialist

Executive Operations & Travel Specialist

As an experienced Operations and Travel Coordinator, you will play a pivotal role in supporting operations, team logistics, and travel planning to ensure seamless execution of business activities for the Growth Department. This role partners closely with the Travel and Events teams to manage executive and employee travel, while also coordinating team operations and in-person event logistics. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional attention to detail, and can balance travel coordination with administrative excellence and team support. This role may support internal events across the company and offer opportunities to gain exposure to external event projects such as conferences, trade shows, and brand activations.

What the role involves

• Team Operations: Support operational planning and coordination for team meetings and all-hands gatherings. Assist in logistics, agenda prep, and scheduling support. Partner with department leadership and operations teams to ensure consistent communication and flawless delivery
• Administrative Support: Provide calendar management and meeting scheduling for two executives. Book and manage team meetings, including logistics and technical setup. Capture meeting notes and distribute key takeaways and action items. Prepare presentations by cleaning and formatting slides for executive and team meetings. Submit and reconcile expense reports using SAP Concur
• Travel Support: Coordinate executive and employee travel arrangements in partnership with the travel agent and Travel Manager. Book flights, hotels, and ground transportation for business travel and small events. Reserve dinner venues and manage logistics for small team events and meetings. Secure hotel accommodations for employees and executives attending meetings, conferences, and events
• Internal Event Coordination: Support the planning of internal events, including scheduling, venue booking, catering, AV requirements, and on-site logistics (where required)
• Cross-Department Collaboration: Work with internal and product teams to ensure events meet business and team objectives, delivering a positive attendee experience
• Budget & Vendor Support: Assist in sourcing suppliers, obtaining quotes, and tracking expenses to ensure events remain within budget
• Event Materials: Prepare agendas and attendee briefs for internal events
• On-Site Support: Manage setup, vendors, and attendee communications during events, resolving issues quickly as they arise
• Post-Event Administration: Collect attendee feedback, compile learnings, and update process documents for continuous improvement
• External Event Exposure: Provide occasional support to the wider Events Team on external projects, assisting with logistics, vendor liaison, and materials preparation

Requirements

• 5+ years of experience in executive support, team operations, events, or travel coordination
• Strong organizational and time-management skills with the ability to manage multiple priorities
• Experience with travel booking and expense management platforms (SAP Concur preferred)
• Proficiency in Microsoft Office and Google Workspace (PowerPoint, Slides, Calendar, Docs, etc.)
• Excellent written and verbal communication skills
• High level of discretion, professionalism, and attention to detail
• Service-oriented with a proactive mindset
• Flexible and adaptable in a fast-paced, dynamic environment
• Strong problem-solver who anticipates needs and offers solutions
• Collaborative team player with a positive, can-do attitude
• Brand representation: Acts as a steward of the brand, ensuring events reflect company identity and values, both visually and experientially
• Global and cultural awareness: Understands the nuances of executing events across different regions, time zones, and cultural contexts, adapting approach accordingly

Benefits

• Remote work
• Laptop reimbursement
• New starter package to buy hardware essentials (headphones, monitor, etc)
• Learning & Development opportunities
• Competitive PTO

At IOG, we value diversity and always treat all employees and job applicants based on merit, qualifications, competence, and talent. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.