Sr Travel Coordinator

The Senior Travel Coordinator is responsible for managing complex domestic and international travel arrangements for employees across all levels of the organization, including executive leadership and the CEO. This role serves as the organization's travel subject matter expert, ensuring efficient, cost-effective, and seamless travel experiences while maintaining compliance with company travel policies and budget guidelines.

In addition to executive and employee travel management, the Senior Travel Coordinator plans and coordinates travel logistics for conferences, trade shows, company meetings, and special events. The ideal candidate is highly organized, detail-oriented, discreet, and capable of managing multiple priorities in a fast-paced environment.

• Coordinate and manage domestic and international travel arrangements for employees at all organizational levels, including executive leadership and the CEO.
• Book and manage airline, hotel, rental car, rail, ground transportation, and other travel-related reservations.
• Develop detailed travel itineraries and distribute travel documentation to travelers.
• Monitor travel changes, cancellations, delays, and disruptions; proactively provide alternative arrangements as needed.
• Ensure all travel arrangements comply with company policies, budgets, and traveler preferences.
• Maintain traveler profiles, loyalty program memberships, passport information, and visa requirements when applicable.
• Research and recommend cost-effective travel options while balancing business needs and traveler comfort.

• Coordinate highly confidential and complex travel arrangements for the CEO and executive leadership team.
• Anticipate executive travel needs and address issues before they impact schedules or business objectives.
• Serve as the primary point of contact for executive travel-related concerns and emergencies.
• Maintain discretion when handling sensitive travel information and executive schedules.

• Coordinate travel and lodging arrangements for employees attending conferences, trade shows, training programs, and business meetings.
• Manage room blocks, conference registrations, transportation logistics, and special accommodations.
• Collaborate with event organizers, hotels, vendors, and internal stakeholders to ensure successful travel coordination.
• Track conference attendance and maintain accurate records of associated travel expenses.

• Administer company travel programs and vendor relationships.
• Reconcile travel-related invoices and assist with expense management processes.
• Monitor travel expenditures and identify opportunities for cost savings and process improvements.
• Generate reports on travel costs, usage trends, and vendor performance.
• Stay informed of travel industry regulations, airline policies, visa requirements, and travel risk considerations.
• Assist with emergency response procedures for employee travelers when necessary.

• Provide exceptional customer service to travelers before, during, and after travel events.
• Communicate travel policies, procedures, and itinerary updates effectively.
• Conduct training and provide guidance regarding travel systems and booking processes.
• Serve as the internal resource for travel-related questions and problem resolution.

• High school diploma required
• Bachelor's degree in Business Administration, Hospitality Management, Travel Management, or a related field preferred.
• Equivalent combination of education and experience may be considered.
• Minimum of 5 years of professional travel coordination or corporate travel management experience.
• Experience coordinating travel for executive leadership and senior-level management required.
• Experience planning and managing conference, trade show, and group travel arrangements preferred.
• Experience working with travel management systems and online booking platforms.