Remote Luxury Event & Executive Travel Coordinator

Are you an expert in orchestrating flawless high-end events and executive logistics from anywhere in the world?

As a Remote Luxury Event & Executive Travel Coordinator, you will design and execute seamless international travel and bespoke gatherings across four countries for high-net-worth members and senior executives. We require at least 3 years of experience in luxury hospitality, private client services, or family office support, with a proven track record of managing remote suppliers with absolute precision. Exceptional discretion, calm problem-solving skills, and fluency in German, Portuguese, or Japanese will make you an ideal candidate for this premier role.

Client Overview:

Our client is a private network for founders of companies with more than $10M in annual revenue. Four times a year, members meet in small closed groups in a different city each quarter: Zurich, Lisbon, Kyoto, and New York. There are sixteen people at each table, everything said is off the record, and each event is run to a very high standard.

Schedule:

Tuesday - Saturday, 11:00 AM - 7:00 PM AEST (Sydney Time) (40 work hours per week)

Responsibilities:

• Plan each quarterly gathering from start to finish, including venue contracts, catering, accommodation, ground transport, and the run sheet for the day
• Book and manage member travel across Europe, Asia, and North America, and keep itineraries accurate as plans change
• Coordinate with venues and suppliers in four countries, using live calls where hours overlap and clear written handovers where they don’t
• Prepare end-of-shift updates so that suppliers and colleagues in Europe and North America can act on them during their own working day
• Support the concierge desk with member requests throughout the year, including dinners, reservations, and travel
• Track every cost and pass it through to members at invoice with no markup, so figures must be exact and fully documented
• Handle member information, guest lists, and schedules with strict confidentiality

Requirements:

• Discretion by default, with the judgment to handle the travel plans and personal requests of people who value their privacy
• Composure under pressure. When a flight is cancelled the night before Kyoto, you rebook it and the member hears about it afterwards
• Strong asynchronous working habits. You write emails and handovers that someone eight to sixteen hours behind you can act on without needing to follow up
• Close attention to detail, from seating plans to the spelling of every name on a place card
• The ability to manage several events at different stages of planning without losing track of any of them
• A second language, especially German, Portuguese, or Japanese, is a strong advantage

Qualifications:

• Minimum 3 years coordinating high-end events, executive travel, or private client services; a background in luxury hospitality, family office support, or executive assistance is highly regarded
• Proven experience planning international events remotely, through suppliers you may never meet in person
• Experience supporting senior executives, high-net-worth individuals, or members of private clubs
• Strong working knowledge of travel booking platforms, shared trackers, and CRM tools
• Exceptional written and spoken English. Most of the work happens by email, and members notice tone

Selection Process:

Shortlisted candidates go through multiple video interviews with the Director. Early in the process, you’ll get a practical exercise: plan the logistics for a sample gathering, including an itinerary, a run sheet, and a cost breakdown. Part of the interview is a discussion of how you approached it.

• Permanent work from home
• Immediate hiring Health
• Insurance Coverage for eligible locations