Travel and Advance Manager

Democracy Forward•Columbia, WA

2d•Hybrid

About The Position

Democracy Forward Foundation is seeking a mission-driven and highly organized Travel and Advance Manager to support the travel and public engagements of its President and CEO. This role is pivotal in ensuring the smooth and efficient execution of the Principal's travels and events, aligning with organizational objectives. The position will also occasionally support travel planning for other senior executives. Key to this role is ensuring consistency in public events and advance operations, and preparing staff and stakeholders for successful events. The position is full-time and based in Washington, DC, with consideration for remote candidates within the US, but requires up to 80% travel. The Travel and Advance Manager reports to the Director of Executive Scheduling and collaborates 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

Coordinate all aspects of the Principal’s domestic and international travel, including flights, hotels, and ground transportation, ensuring compliance with organizational travel policies. This may also include some travel planning for other senior executives within the EO.
Develop detailed trip itineraries for all of the Principal’s travel in collaboration with the Director of Scheduling.
Proactively address travel disruptions and operational challenges to minimize impact on the Principal's schedule and objectives. This may also include addressing disruptions to senior executives’ travel as necessary.
Assist the Director of Executive Scheduling with planning for security needs for the Principal’s travel and events.
Provide regular updates on the Principal’s upcoming travel to internal teams to support stakeholder outreach and identification of strategic engagement opportunities involving existing and prospective donors, partners, and organizational allies.
Maintain comprehensive travel records, expense documentation, and engagement details to support the preparation of executive trip reports.
Conduct pre-event planning calls and gather logistical information from event organizers to support the preparation of timely and relevant briefing materials for the Principal.
Determine supply needs, identify opportunities for Democracy Forward branded materials, and coordinate the sharing and collection of materials at events.
Liaise with event organizers, external hosts, and others to ensure the Principal’s engagements align with the Organization’s strategic objectives.
Conduct site visits with event organizers and security to confirm all logistics, operational needs, and production elements and provide pertinent updates to relevant team members and the Principal as needed.
Travel with or arrive in advance of the Principal to ensure seamless arrival and execution of meetings, events, and other engagements.
Provide 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.
Manage schedule adjustments, transition between meetings/events/transportation, and ensure the Principal’s schedule stays consistent throughout the day.
Provide timely updates to the Principal and EO team members regarding itinerary changes, delays, or emerging issues.
Travel with and manage key materials including briefing documents, speaking notes, supplies, technology, and other necessary items.
Identify and mitigate unexpected issues swiftly and effectively while traveling.
Coordinate with security personnel and relevant stakeholders to facilitate efficient and seamless movement between engagements.
Assist 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.
Provide real-time updates to both the Principal and EO team members on any itinerary changes and proactively address delays.
Maintain direct communication with the Principal and senior staff to provide real-time updates on event details 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.
Identify and mitigate unexpected issues swiftly and effectively.
Create checklists for event and trip advance and follow-up so that others can support when additional staff is needed.