Travel and Advance Manager

This is a fully remote position, open to applicants in District of Columbia, +1 more state.

📋 Description

• Collaborate closely with members of the Executive Office (EO) team, managing all facets of the Principal’s domestic and international travel, including flights, accommodations, and ground transportation, while ensuring adherence to organizational travel policies.

• Proactively resolve travel disruptions and operational hurdles to minimize their effect on the Principal's schedule and goals.

• Assist the Director of Executive Scheduling in planning for security requirements related to the Principal’s travel and events.

• Provide regular updates regarding the Principal’s travel plans to internal teams to aid in stakeholder outreach and the identification of strategic engagement opportunities with current and potential donors, partners, and organizational allies.

• Maintain thorough travel records, expense documentation, and engagement details to support the creation of executive trip reports.

• Conduct pre-event planning calls and collect logistical information from event organizers to help prepare timely and relevant briefing materials for the Principal.

• Collaborate with EO team members to assess supply needs, uncover opportunities for Democracy Forward branded materials, and coordinate the distribution and collection of materials at events.

• Engage with event organizers, external hosts, and others to ensure the Principal’s engagements align with the Organization’s strategic objectives.

• Perform site visits with event organizers and security personnel to confirm all logistics, operational requirements, and production elements, providing necessary updates to relevant team members and the Principal as required.

• As directed by EO team members, travel with or arrive ahead of the Principal to ensure seamless arrival and execution of meetings, events, and other engagements.

• Accompany or precede the Principal on trips, offering real-time scheduling coordination, communication support, logistical management, and additional assistance to ensure successful execution of all engagements.

• Work closely with EO team members to handle schedule adjustments, transitions between meetings/events/transportation, and maintain the consistency of the Principal’s schedule throughout the day.

• Deliver timely updates to the Principal and EO team members concerning itinerary changes, delays, or emerging issues.

• Travel with and manage key materials, including briefing documents, speaking notes, supplies, technology, and other essential items.

• While traveling, swiftly and effectively identify and mitigate unforeseen issues.

• Coordinate with security personnel and relevant stakeholders to ensure smooth and efficient transitions between engagements.

• Assist the Principal and other traveling staff in sharing and collecting contact information during travel, noting follow-ups and action items, and supporting relationship management efforts.

• Provide real-time updates to both the Principal and EO team members regarding any changes to the itinerary and proactively address delays.

• Maintain direct communication with the Principal and senior staff to provide real-time updates on event specifics and status.

• Ensure the Principal has all necessary materials, including schedules, talking points, and background notes.

• Manage on-the-go communications, including handling calls, emails, and in-person briefings.

• Swiftly and effectively identify and mitigate unexpected issues.

• Develop checklists for event and trip preparation and follow-up, enabling additional staff support when needed.

⛳️ Requirements

• Over 5 years of experience in advance operations, principal management, or event production.

• Experience in supporting high-level operations for government or executive principals.

• Strong problem-solving abilities, managing issues such as last-minute schedule changes or technical difficulties with composure and decisiveness.

• Good judgment and discretion when dealing with sensitive information.

• Excellent project management skills, capable of monitoring multiple moving pieces while remaining adaptable to new needs that may arise.

• Understanding of security protocols and the importance of discretion for high-profile events.

• Well-developed collaborative and interpersonal skills, including demonstrated self-awareness, a commitment to diversity and inclusivity, and the ability to work with colleagues and stakeholders from various cultures and backgrounds.

• A valid driver’s license and an active passport are required.

🏝️ Benefits

• Comprehensive benefits package.