We are looking for an experienced, highly organised and proactive Travel Coordinator to manage end-to-end travel arrangements for guests and employees of a private Family Office. The primary responsibility will be to plan, organise and coordinate all aspects of travel, ensuring smooth logistics, efficiency and a high standard of service.
The role will also involve supporting the Family's Personal Assistants with family travel arrangements when required, particularly during periods of intensive travel or major events.
This is a hands‑on role requiring excellent organisational skills, flexibility, discretion and the ability to manage multiple travel requests and last‑minute changes.
Key Responsibilities
Travel Planning and Coordination:
- Manage end-to-end travel arrangements for Family Office guests, employees and invited visitors.
- Plan and coordinate international and domestic trips, including flights, accommodation, transfers and related logistics.
- Research and book commercial flights, including business and first-class travel, and arrange private aviation when required.
- Identify the most efficient travel routes, schedules and connections, balancing convenience, preferences and cost.
- Coordinate complex itineraries involving multiple destinations and travellers.
- Prepare and maintain detailed travel itineraries, confirmations and relevant documentation.
- Monitor flight schedules, delays, cancellations and disruptions, arranging alternatives when necessary.
- Handle last‑minute bookings, itinerary changes and urgent travel requests.
Accommodation, Transfers &VIP Services:
- Research, negotiate and book hotels, serviced apartments and other accommodation according to travellers' requirements.
- Arrange airport transfers, private drivers, car rentals and other transportation services.
- Coordinate VIP airport assistance, fast‑track services, meet‑and‑greet arrangements and VIP terminals.
- Liaise with hotels, airlines, travel agencies, drivers and concierge providers to ensure seamless service.
- Confirm all bookings and logistics in advance and follow up on execution when required.
- Arrange special travel requests and premium services when necessary.
Travel Documentation Admin:
- Verify passport validity, visa requirements, entry restrictions and other necessary travel documentation.
- Coordinate visa applications, embassy appointments and supporting documents for guests and employees when required.
- Maintain accurate travel records, itineraries, booking confirmations and traveller preferences.
- Develop and maintain a structured database of frequent travellers, including travel preferences, loyalty programmes and relevant documentation.
- Manage airline and hotel loyalty programmes where applicable.
- Track travel expenses, invoices and booking payments, coordinating with the relevant internal teams.
- Maintain relationships with travel suppliers and negotiate favourable rates and conditions.
Family Travel Support:
- Provide additional support to the Family's Personal Assistants with family travel arrangements when required.
- Assist with flight bookings, accommodation, transfers, VIP services and other travel logistics during particularly busy periods.
- Support the coordination of complex family trips involving multiple destinations, guests or service providers.
- Work closely with Personal Assistants to ensure continuity and smooth execution of travel arrangements.
Events & On-Site Logistic:
- Coordinate travel and accommodation for guests and employees attending private events, business meetings and other Family Office activities.
- Manage group travel arrangements, airport arrivals, departures, transfers and accommodation allocations.
- Liaise with event organisers, hotels, drivers and other service providers.
- Occasionally travel to event locations to provide on‑site logistical support, particularly for larger events or complex arrangements.
- Resolve unexpected logistical issues and ensure smooth coordination throughout the event.
Requirements:
- Minimum 3 years of relevant experience in travel coordination, executive travel, luxury travel, concierge services or similar roles.
- Fluent Russian and English, both written and spoken, are mandatory. French is an advantage.
- Based in Europe, with the legal right to work in Europe.
- Strong experience organising international travel, including complex itineraries, premium accommodation and VIP services.
- Good understanding of international travel requirements, visa procedures and travel documentation.
- Experience working with high-profile individuals, private offices, executive teams or luxury clients is a strong advantage.
- Excellent organisational skills, attention to detail and ability to manage multiple requests simultaneously.
- Ability to work independently, prioritise tasks and respond quickly to changing circumstances.
- High level of discretion, confidentiality and professionalism.
- Strong communication and negotiation skills when dealing with international service providers.
- Confident user of airline and hotel booking platforms, travel management tools and Microsoft Office or Google Workspace.
- Experience with GDS systems, flight‑tracking platforms and travel databases is an advantage.
- Flexibility to accommodate urgent requests and occasional work outside standard business hours.
- Willingness and ability to travel occasionally within Europe and internationally to support events and travel logistics.
Working conditions:
- Remote position, based in Europe.
- Working schedule requires flexibility depending on travel arrangements, time zones and operational needs.
- Occasional evening, weekend or out‑of‑hours availability may be required for urgent travel situations.
- Occasional business travel, particularly to support major events and complex logistics.
What we offer
- Competitive remuneration package, reflecting experience and qualifications.
- Health insurance coverage.
- Performance‑based discretionary bonus, subject to individual performance and overall contribution.
- Remote working arrangement with flexibility.
- Opportunity to work in a dynamic, international Family Office environment.
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