Travel Manager

Aquarian•New York, NY

1d•Onsite

About The Position

We are seeking a talented individual to serve as a Travel Manager to the Managing Partner and his departments, supporting the continued growth and evolution of this dynamic team. This position will provide comprehensive travel support for the Managing Partner, coordinating with the Managing Partner’s teams, family, and external parties to ensure seamless and efficient experiences. This role requires exceptional attention to detail, discretion, and the ability to manage complex, high-touch itineraries across domestic and international destinations. The Travel Manager serves as a trusted partner to the Managing Partner, anticipating needs, mitigating risk, and delivering best-in-class service. This position is onsite 5 days a week at our New York City office. Please note that this is a temporary role with an opportunity for permanent placement.

Requirements

5+ years of experience in luxury travel management, executive travel, private aviation, hospitality, or a private family office
Proven experience managing complex, high-end travel itineraries and vendors
Deep knowledge of domestic and international travel logistics
Experience working with flight crews, private aviation teams, and understanding aviation-related scheduling and expenses
Ability to work flexible hours, including evenings, weekends, and on-call support as needed
High level of discretion, integrity, professionalism, and exceptional attention to detail, with an emphasis on accuracy and completeness of task
Proactive, anticipatory, solutions-focused, and capable of working independently with minimal direction
Calm under pressure and highly adaptable through constant deadlines and shifting priorities
Service-oriented with a “no job too big or too small” mindset
Exceptional organizational, communication, negotiation, and problem-solving skills • Trustworthy and relationship-driven

Responsibilities

Plan and manage all domestic and international travel arrangements for the Managing Partner and any members of the team via private aviation, including ground transportation, accommodations, visas, and special requests
Plan and manage all domestic and international travel arrangements for the Managing Partner via commercial flights, including ground transportation, accommodations, visas, and special requests
Create detailed, end-to-end itineraries tailored to personal preferences, schedules, and security considerations in collaboration with the Personal Assistant
Willing and able to travel domestically and internationally as needed to support the Managing Partner and oversee travel execution on the road
Proactively assess travel risks, including geopolitical, health, and weather considerations
Coordinate multi-leg, international, and last-minute travel with precision and flexibility, arranging security and medical resources as needed
Ensure all travel documentation (passports, visas, vaccinations) are current and compliant
Build and maintain strong relationships with airlines, private aviation providers, hotels, travel agencies, security teams, and on-the-ground service partners
Negotiate preferred rates, amenities, and upgrades when possible
Monitor vendor performance and ensure consistently high service standards
Work closely with flight crews to coordinate schedules, itineraries, and operational requirements
Track and review flight-related expenses, ensuring accuracy and alignment with budgets
Serve as a liaison between Managing Partner, flight crews, and aviation vendors to ensure seamless communication and execution
Manage RSVPs and guest communications for internal events (e.g., company holiday party)
Oversee execution of the Managing Partner’s vision for all events, coordinating with internal and external parties as needed
Conduct post-event reviews
Track travel budgets and expenses, ensuring accuracy and transparency
Reconcile invoices and work closely with accounting and finance teams
Identify opportunities for cost efficiency without compromising quality or experience
Serve as a primary point of contact during travel, including after-hours and emergency support with timely responsiveness
Resolve disruptions (flight delays, cancellations, changes) swiftly and discreetly
Adapt plans in real time while maintaining a calm, solutions-oriented approach
Perform other related duties as assigned
Handle all personal and travel-related information with the highest level of confidentiality
Exercise sound judgment and professionalism in all interactions