Luxury Travel Manager

The Mint Museum•Charlotte, NC

About The Position

The Luxury Travel Manager curates and manages bespoke travel experiences for an elite portfolio of clients, primarily the Mint Museum's Crown Society and Collections Board members. These clients include high-net-worth individuals, VIPs, and executive travelers. This role blends world-class travel planning, white-glove concierge service, and strategic relationship management. The Manager is responsible for designing fully customized domestic and international itineraries, coordinating all logistics, and ensuring an effortless, seamless experience from initial consultation through the client's return home. This position requires exceptional taste, deep global destination knowledge, and the ability to anticipate needs before they're spoken. The Manager will work closely with the Mint Museum's Advancement, Curatorial, and Marketing teams; our President & CEO; luxury hotels; tour operators; and global concierge networks to craft unforgettable journeys.

Requirements

Bachelor's degree in hospitality, business, tourism, or a related field preferred
3–5+ years of experience in luxury travel advising, concierge services, event planning, or VIP client management
Demonstrated experience coordinating complex domestic and international travel, including logistics, budgeting, and on-site management.
Experience working directly with executive leadership, high-level donors, and VIP clientele.
Project Management: Strong organizational skills to plan, coordinate, and execute multiple trips across a fiscal year.
Budgeting & Financial Oversight: Ability to develop trip pricing, manage invoices and payments, and track expenses accurately.
Communication & Relationship Building: Excellent written and verbal communication; able to interact effectively with donors, curators, and external partners.
Attention to Detail: High level of accuracy in scheduling, logistics coordination, and calendar management for the President & CEO.
Event Coordination: Skilled in planning curated travel experiences (including hotels, restaurants, and tours) aligned with institutional goals.
Marketing & Collateral Development: Experience overseeing trip-related collateral such as itineraries, invitations, and promotional materials.
Technical Proficiency: Proficient in Microsoft Office Suite, CRM systems (such as Raiser’s Edge or Salesforce), and digital calendar platforms (Outlook, Google Calendar, etc.).
Professional, discreet, and comfortable working with confidential information.
Diplomatic and composed under pressure, with strong problem-solving skills.
Flexible and able to travel as needed to manage trips on-site.

Nice To Haves

Passion for art, culture, and donor engagement is highly desirable.
Knowledge and/or background in Fine Arts, design and/or Art History a plus.

Responsibilities

Curates an annual portfolio of high-end travel offerings tailored to client interests, lifestyle, and travel history
Researches and identifies exclusive destinations, hotels, villas, resorts, and experiences
Develops multi-day itineraries featuring luxury accommodations, fine dining, cultural excursions, and unique bespoke events
Leverages established relationships with global partners to secure upgrades, amenities, and VIP treatment
Recommends destinations based on seasonality, special events, and unique opportunities around the world
Serves as primary advisor and point of contact for a select group of VIP clients, delivering personalized, anticipatory service
Builds long-term relationships through exceptional communication, discretion, and responsiveness
Provides 24/7 support during active trips to address needs, issues, or last-minute changes
Coordinates all travel logistics, including flights, hotels, restaurant reservations, car services, private tours, and curated excursions
Manages itinerary pricing for individuals, couples, and groups
Invoices clients and manages deposits, payments, and expense tracking
Works closely with internal billing to ensure financial accuracy for each trip
Handles upgrades, trip extensions, private transfers, and special client requests
Partners with destination experts, luxury tour operators, and concierge teams to secure the highest-quality service
Collaborates with the Marketing & Communications department to produce polished, beautifully designed itineraries and travel documents
Ensures that all reservations, confirmations, and timed experiences are precisely aligned
Monitors clients' trips in real time to anticipate needs or intervene proactively
Oversees the creation of travel proposals, e-invitations, and collateral for curated group trips or special experiences in collaboration with Advancement and Marketing
Designs annual or quarterly highlights of upcoming travel opportunities
Ensures the organization's website remains up to date with new destinations and exclusive offerings
Collaborates with Advancement and Marketing teams to target the right clients for high-end opportunities