Job Overview:

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.

Independent Contractor Perks;

• Permanent work from home

• Immediate hiring Health

• Insurance Coverage for eligible locations

Note:

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.