Executive Assistant / Travel Specialist

Overview

This role is for an in-house travel manager who will oversee end-to-end travel planning for executives and employees. The position focuses on building smooth domestic and international travel experiences, handling last-minute changes in real time, and offering light administrative help to leadership while coordinating with multiple teams as needed.

Key Responsibilities

• Arrange complex, high-volume travel across flights, lodging, ground transport, and detailed itineraries.
• Handle travel logistics for both domestic and international trips, including visa-related needs and schedule planning.
• Track trips live and make quick adjustments when delays or disruptions occur, including support outside regular business hours when necessary.
• Work directly with travelers to keep the experience organized and efficient.
• Monitor and reconcile travel spending in line with company guidelines.
• Keep precise records, documentation, and traveler preference details up to date.
• Develop and maintain working relationships with airlines, hotels, and travel suppliers, including private aviation providers when needed.
• Assist with pricing discussions and service arrangements where relevant.
• Provide administrative assistance to executives and support cross-functional initiatives as required.

Qualifications

• 3 to 7+ years of experience in travel coordination or corporate travel management.
• Proven background in managing frequent, complex executive travel.
• Solid knowledge of international trip planning and time zone coordination.
• A pre-existing travel vendor network is preferred.
• Strong focus on detail, organization, and practical problem-solving.
• Ability to respond quickly and remain available beyond standard working hours when needed.
• Excellent communication, professional conduct, and discretion.

Additional Information

This is a full-time onsite position based in the Greater Chicago Area.

No salary or stipend details were provided.