FULL OR PART-TIME
HYBRID (must be in-person in Los Angeles 3+ days per week)

Arbiter Travel Co. is seeking a highly organized, detail-oriented, and proactive individual to join our team as an Executive Assistant / Travel Coordinator. This hybrid role (must be available to work in-person in Los Angeles 3 days per week) will support the founder in both executive administrative tasks and client services, ensuring seamless internal coordination and exceptional service. The ideal candidate is obsessively detail-oriented, maximally efficient, excels at managing logistics, and is a self-starter who thrives in a dynamic, fast-paced environment. This is a unique opportunity to be part of a growing company at the core of its operations. 

RESPONSIBILITIES

• Manage and coordinate the founder’s calendar and inbox, scheduling internal and external meetings to optimize productivity and balance and ensuring priority messages are addressed promptly.
• Maintain and organize databases for clients and suppliers using company’s back office system (ClickUp)
• Act as project manager for client trips and team operations, utilizing ClickUp to manage tasks, deadlines, and project coordination.
• Quote and book comprehensive domestic and international travel itineraries, including flights, hotels, and activities for clients.
• Craft detailed itineraries, managing logistics and last-minute changes efficiently. Oversee client concierge bookings, such as restaurant reservations and transportation services, ensuring that all aspects of the trip are seamless and exceed expectations.
• Develop and maintain client proposals and digital itineraries, ensuring Arbiter’s brand consistency at every touchpoint.
• Support the founder in business development, branding, and marketing projects.
• Lead and manage various projects, ensuring timely completion in alignment with company goals.
• Drive operational improvements, such as implementing feedback loops, maintaining the marketing calendar, resource library, training materials, and developing SOPs.
• Organize and coordinate internal and external meetings, including company-wide events, retreats, and client-facing gatherings.
• Lead or assist with special projects, providing cross-departmental support as needed. This includes client gifting, branded merchandise, marketing initiatives, and more.

REQUIREMENTS

• Bachelor’s degree.
• 2-4+ years of experience in executive / administrative support or project management, preferably within travel or hospitality.
• Proficiency in project management with experience using ClickUp.
• Familiarity with Sabre/GDS is a plus.
• Superior organizational and multitasking skills.
• Strong communication and relationship management abilities.

CHARACTERISTICS

• Communicator: You excel at clearly and concisely conveying information across various mediums and levels within an organization.
• Detail-Oriented: You have a keen (obsessive) eye for detail and manage multiple priorities with ease.
• Proactive Problem Solver: You embrace challenges with a solutions-oriented mindset, consistently driving improvements and contributing to team success.
• Self-Starter: You are a quick learner and do not need to be told to start working on something that is needed.
• Discretion & Professionalism: The ability to maintain professionalism and discretion with sensitive and confidential client information and proprietary projects + trade secrets