Senior Associate- Travel

Role & responsibilities

Travel Management

• Manage domestic and international travel bookings for family members, senior executives, employees and international clients.
• Book flights, hotels, serviced apartments, and other accommodation based on business requirements.
• Arrange airport transfers, chauffeur services, car rentals, rail travel, and other ground transportation across different geographies.
• Manage complex international itineraries across multiple countries and time zones.
• Prepare detailed travel itineraries, including confirmations, schedules, contact details, and travel guidance.
• Handle itinerary modifications, cancellations, and emergency rebooking.
• Anticipate potential travel issues and proactively arrange alternative solutions where required.

Client & Executive Travel

• Coordinate travel arrangements for family members, principals, senior executives and high-net-worth clients.
• Understand and maintain individual travel preferences, requirements and service expectations.
• Provide a highly personalised and discreet travel service.
• Liaise with internal stakeholders to understand travel requirements and preferences.
• Coordinate with family offices, executive assistants, internal stakeholders and external service providers.
• Manage sensitive and last-minute travel requests with discretion and urgency.

Visa & Travel Documentation

• Coordinate visa applications and supporting documentation.
• Arrange travel insurance where applicable.
• Monitor passport and visa validity for frequent travellers.
• Stay updated on country-specific travel requirements and advisories.

Vendor Management

• Coordinate with airlines, hotels, travel agencies, and transportation providers.
• Identify and coordinate with reliable local transportation and logistics providers across different geographies.
• Obtain competitive quotations and ensure cost-effective travel arrangements.
• Maintain relationships with preferred travel vendors and negotiate corporate rates where appropriate.
• Evaluate vendor performance and proactively resolve service issues.

Expense & Administration

• Ensure travel bookings comply with company travel policies.
• Maintain accurate travel records, invoices, and booking documentation.
• Assist in travel expense reconciliation and reporting.
• Maintain records of traveller preferences and frequently used vendors.

Preferred candidate profile

• Bachelors degree in hospitality, Tourism, Business Administration, or a related discipline.
• Experience coordinating international and domestic business travel.
• Good understanding of airline reservations, hotel bookings, visa processes, and travel documentation.
• Strong planning, coordination, and organizational skills.
• Excellent verbal and written communication skills.
• Strong negotiation and vendor management capabilities.
• Ability to manage multiple priorities in a fast-paced environment.
• High attention to detail and commitment to service excellence.
• Proficiency in Microsoft Office (Excel, Word, Outlook, and PowerPoint).
• Experience with corporate travel booking platforms and travel management systems is preferred.

What We Are Looking For

The ideal candidate is highly organised, proactive and exceptionally responsive, with a strong understanding of high-touch travel service.

They should be comfortable managing international flights, complex itineraries and ground logistics across multiple countries, while anticipating requirements rather than simply responding to requests.

Experience in a family office, HNW/UHNW environment, executive travel, luxury travel or a premium travel/concierge firm would be particularly valuable.