HN325 - Assistant Travel Coordinator - Atherton, CA + Remote

Overview

A client is a seeking a highly organized, detail-oriented, and discreet Family Office Assistant & Travel Coordinator to support a high-net-worth family with a wide range of administrative, travel, and lifestyle needs. This role requires exceptional multitasking skills, a proactive mindset, and the ability to manage sensitive information with the utmost confidentiality. This role will report to the  Travel Coordinator based in New York, but this role is located in Atherton, CA. The schedule will be a standard 9-5 with on-call hours outside of work, especially with travel. Their NY Travel Coordinator needs more bandwidth so both candidate to hire and NY Travel Coordinator will cover for each other. The role will be in-person in Atherton at least 3 days per week. It’s possible this could go to 4-5 days when the family is in CA but when the family is not in residence (half the year), 2-3 days is fine. Need to be flexible to travel a couple of weeks per quarter when the family is on the East Coast, especially when training to get up to speed and work directly with Travel Coordinator. This role is great for someone more junior because the Travel Coordinator really wants to train this person for this specific role. Only a couple of years of experience is needed (I.E., as Personal Assistant with travel coordination experience). The role will very heavily rely on Smartsheets, which is essentially a cloud-based Excel program at the end of the day, if you have that experience that could be very helpful for you to know for this role.

Responsibilities

Key responsibilities include–

Travel Coordination:• Plan and coordinate domestic and international travel for family members and staff, including flights, accommodations, ground transportation, and itineraries.• Track and manage rental car reservations and ensure timely returns and renewals.• Maintain up-to-date records of travel documents, including passports, visas, driver’s licenses, and other IDs.• Establish and maintain relationships with hotels, concierge services, and travel vendors to ensure VIP-level service.Administrative Support:• Assist with the preparation and submission of expense reports, ensuring accuracy and timely reimbursement.• Update and manage insurance policies related to travel, vehicles, and personal property.• Maintain detailed records and databases for licenses, memberships, and subscriptions.• Support the family office with special projects, including holiday gift planning, event coordination, and seasonal initiatives.Communication & Coordination:• Serve as a liaison between the family, vendors, and service providers.• Anticipate needs and proactively resolve scheduling conflicts or logistical issues.

Requirements

• Proven experience in a similar role, preferably within a family office or luxury travel environment preferred.• Strong organizational and time-management skills with keen attention to detail.• Excellent written and verbal communication skills.• Proficiency in Microsoft Office Suite and travel booking platforms.• Ability to handle confidential information with discretion and professionalism.• Flexible and adaptable with a service-oriented mindset.

Salary and Benefits

• Starting at $50++/hour and applicants will input their hourly rate request upon applying

• Benefits covered 100% by employer: medical, dental, vision plus HRA and 401K safe harbor distribution