Travel and Advance Manager

Democracy Forward•Washington, DC

15h•$100,000 - $125,000•Hybrid

About The Position

Democracy Forward Foundation (“Democracy Forward”) is seeking a highly organized and collaborative Travel and Advance Manager to join their team. This role will play a pivotal role in the planning and execution of the President and CEO’s travel and public engagements, ensuring that travels and events run smoothly, efficiently, and align with organizational objectives. The position will occasionally support the planning and execution of travel needs for senior executives. The role is central to ensuring that public events and advance operations are consistent across all types of engagements and that staff and stakeholders are well prepared to execute successful events. This position is full-time and based in Washington, DC. Candidates based in the DC area and remote within the United States will be considered, with travel being expected up to 80% of the time. The Travel and Advance Manager will report to the Director of Executive Scheduling and work closely with the Executive Office and external partners.

Requirements

5+ years of experience in advance operations, principal management, or event production.
Experience supporting high-level operations for government or executive principals.
Ability to problem solve - dealing with issues like last-minute schedule changes or technical difficulties with composure and decisiveness.
Good judgment and discretion when handling sensitive information.
Strong project management skills with the ability to monitor multiple moving pieces while remaining flexible to new needs that arise.
Understanding of security protocols and maintaining discretion for high profile events.
Well-developed collaborative and interpersonal skills including demonstrated self-awareness, commitment to diversity and inclusivity, and ability to work with colleagues and stakeholders across diverse cultures and backgrounds.
Possession of a valid driver’s license and an active passport.

Responsibilities

Coordinating on all aspects of the Principal’s domestic and international travel, including flights, hotels, and ground transportation, ensuring compliance with organizational travel policies.
Developing detailed trip itineraries for all of the Principal’s travel.
Proactively addressing travel disruptions and operational challenges to minimize impact on the Principal's schedule and objectives.
Assisting with planning for security needs for the Principal’s travel and events.
Providing regular updates on the Principal’s upcoming travel to internal teams to support stakeholder outreach and identification of strategic engagement opportunities.
Maintaining comprehensive travel records, expense documentation, and engagement details to support the preparation of executive trip reports.
Conducting pre-event planning calls and gathering logistical information from event organizers to support the preparation of timely and relevant briefing materials for the Principal.
Determining supply needs, identifying opportunities for Democracy Forward branded materials, and coordinating the sharing and collection of materials at events.
Liaising with event organizers, external hosts, and others to ensure the Principal’s engagements align with the Organization’s strategic objectives.
Conducting site visits with event organizers and security to confirm all logistics, operational needs, and production elements and providing pertinent updates to relevant team members and the Principal as needed.
Traveling with or arriving in advance of the Principal to ensure seamless arrival and execution of meetings, events, and other engagements.
Providing real-time scheduling coordination, communications support, logistical management, and other assistance to ensure successful execution of all engagements while traveling with or in advance of the Principal.
Coordinating closely with EO team members to manage schedule adjustments, transition between meetings/events/transportation, and ensure the Principal’s schedule stays consistent throughout the day.
Providing timely updates to the Principal and EO team members regarding itinerary changes, delays, or emerging issues.
Managing key materials including briefing documents, speaking notes, supplies, technology, and other necessary items while traveling.
Identifying and mitigating unexpected issues swiftly and effectively while traveling.
Coordinating with security personnel and relevant stakeholders to facilitate efficient and seamless movement between engagements.
Assisting the Principal and any other traveling staff with sharing and collecting contact information while traveling, making note of follow-ups and action items, and supporting relationship management efforts.
Providing real-time updates to both the Principal and EO team members on any itinerary changes and proactively addressing delays.
Maintaining direct communication with the Principal and senior staff to provide real-time updates on event details and status.
Ensuring the Principal has all necessary materials, including schedules, talking points, and background notes.
Managing on-the-go communications, including handling calls, emails, and in-person briefings.
Creating checklists for event and trip advance and follow-up so that others can support when additional staff is needed.