Travelling Concierge and Coordinator

3 days ago

London, Greater London, United Kingdom SORTED Personal Management Full time

Job Title: International Travel Coordinator and Assistant

Location: London, with extensive international travel required

Job Type: Full-time

Reports to: Executive Assistant to Principal

Salary: £55,000 - £75,000 per annum based on experience

Job Summary:

We are seeking a highly skilled and experienced International Travel Coordinator and Assistant to join our team at SORTED Personal Management. The ideal candidate will have a proven track record of providing exceptional support to high-net-worth individuals and families in a similar travelling role.

This role will involve coordinating logistics, handling confidential tasks, coordinating with various stakeholders, and ensuring the smooth execution of daily activities across different locations.

Key Responsibilities:

  1. Schedule Management:
    • Assisting with managing the principal's personal schedule whilst travelling, including meetings, events, personal appointments, and social engagements.
    • Proactively adjust schedules to accommodate time zone changes, unforeseen delays, and changing priorities.
    • Booking personal appointments, restaurants, theatre, museums for the principal and children.
  2. Personal Shopping and Wardrobe Management:
    • Handle a wide range of personal tasks such as shopping.
    • Managing the principal's wardrobe whilst travelling in coordination with the styling assistant.
    • Coordinating with designers and fashion houses on the principal's behalf.
  3. Communication & Correspondence:
    • Act as a liaison between the principal and various contacts (friends, business associates, suppliers, etc.) when required.
    • Printing and coordination of meeting documents as required.
  4. Event & Meeting Coordination:
    • Support with planning and organizing personal and business events, dinners, meetings, and activities across multiple locations.
    • Ensure all venues, transportation, and services are arranged and meet the principal's expectations.
  5. Travel Coordination:
    • Assisting with travel arrangements, including flights, hotels, ground transportation, and itineraries.
  6. Financial & Budget Management:
    • Recording and tracking financial transactions related to travel, events, and personal purchases.
    • Provide regular reports on expenditures to the Chief of Staff and assist in keeping within set budgetary limits.
  7. Problem Solving & Flexibility:
    • Anticipate and resolve issues as they arise during travel or events, adapting quickly to changing circumstances.
    • Handle unexpected delays, cancellations, or complications with calm and efficiency.
  8. Confidentiality & Discretion:
    • Handle all personal and business matters with the utmost confidentiality and professionalism.
    • Manage sensitive documents and information in a secure and discreet manner.
  9. Vendor & Supplier Liaison:
    • Establish and maintain relationships with various service providers, vendors, and suppliers globally.
    • Assist with bookings for services required during travel or events.

Required Qualifications:

  • Proven experience as a Personal Assistant or Executive Assistant, preferably with experience in a similar travelling role (minimum 2 years).
  • Flexibility to travel internationally, often on short notice, and work non-traditional hours.
  • Exceptional organizational and multitasking skills.
  • Excellent verbal and written communication skills.
  • Ability to work independently and proactively in a fast-paced environment.
  • Strong problem-solving abilities and quick decision-making skills.
  • High level of discretion, professionalism, and confidentiality.
  • Proficiency in technology.

Desirable Skills:

  • Event planning or hospitality experience.
  • Familiarity with luxury services and high-end brands.
  • Strong negotiation and relationship-building skills.

Work Conditions:

  • Frequent and sometimes long-term travel, often with minimal notice.
  • Irregular working hours, including evenings, weekends, and holidays.
  • Working in various environments, from high-profile events to secluded destinations.

Benefits:

  • Competitive salary based on experience.
  • Travel expenses covered.
  • 30 days holiday a year.

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