Executive Assistant, Travel & Calendar Management

This is a fully remote position, open to applicants in South Africa, +3 more countries.

📋 Description

• Schedule, organize, and modify flights, accommodations, and ground transportation for a worldwide tour itinerary.

• Evaluate routes, airline regulations, pricing structures, luggage policies, and timing considerations.

• Develop precise itineraries that include confirmations, contingency plans, and timing allowances.

• Track travel in real time and manage any delays, cancellations, or re-routing needs.

• Oversee logistics coordination among venues, tour personnel, managers, and agents across various time zones.

• Maintain and oversee a detailed calendar encompassing performances, travel, meetings, media engagements, and personal obligations.

• Convey schedule changes transparently and proactively.

• Identify and mitigate conflicts, overlaps, and timing challenges.

• Keep the principal and team well-informed and ready for upcoming events.

• Organize logistics, reminders, checklists, and urgent updates.

• Liaise with managers, agents, tour staff, venues, and assistants on behalf of the principal.

• Keep thorough records of travel history, receipts, preferences, and contact information.

• Anticipate needs and swiftly address any issues with discretion.

• Assist in content creation and social media management during the tour.

• Support the capturing, organizing, and posting of touring content.

• Help ensure a consistent online presence.

⛳️ Requirements

• Minimum of 3 years of experience as an Executive Assistant, Travel Coordinator, or in a similar logistics-focused position.

• Proficient in international and domestic travel booking across various airlines, time zones, and countries.

• Outstanding responsiveness and proactive follow-through.

• Proficient in Google Calendar and adept at managing complex scheduling workflows.

• High level of discretion and professionalism when interacting with a high-profile individual and their family.

• Excellent written and verbal communication skills in English.

• Exceptional attention to detail with an emphasis on accuracy.

• Comfortable handling sensitive information in a trusted environment.

• Strong availability aligned with US Pacific Time hours.

• Experience supporting entertainers, public figures, or high-profile families is a plus.

• Familiarity with content creation or social media management is advantageous.

• Background in coordinating travel across multiple continents is a plus.

• Understanding of tour logistics, venue management, or entertainment industry processes is beneficial.

• Experience managing logistics for a family is an asset.

• An updated resume is required for the application.

• A brief 1–2 minute Loom video is mandatory; candidates who do not submit one will not progress to the next stage.

🏝️ Benefits

• Compensation in USD, disbursed bi-monthly: on the 15th and 30th of each month.

• Paid Time Off according to company policy.

• Observance of holidays as per company guidelines.

• Fully remote work setup.

• A high-trust, high-ownership role offering real variety and direct access to the principal.