Hybrid Travel & Personal Assistant to the CEO chez Lepine Apartments

Purpose:

We are seeking a highly organized and resourceful Travel & Personal Assistant to support our CEO in planning, coordinating, and enhancing all aspects of business and personal travel. This role goes beyond booking flights—it is about creating a seamless, enjoyable, and efficient travel experience from door to door. When the CEO is not traveling, the role will also provide general administrative and personal assistance to help manage day-to-day priorities.

Responsibilities:

Travel Coordination & Concierge Support

• Liaise with travel agents to confirm arrangements while ensuring best flight routes, seating preferences, and minimal layovers.

• Arrange hotel accommodations, car services, and other ground transportation, ensuring quality, reliability, and comfort.

• Research and book dining, activities, and experiences tailored to the CEO’s preferences.

• Coordinate itineraries with other individuals traveling with the CEO, ensuring schedules are aligned.

• Track loyalty programs, points, and memberships to maximize benefits.

• Anticipate and resolve potential travel disruptions, providing real-time solutions.

• Prepare comprehensive travel packets, including confirmations, contact information, and local recommendations.

Executive & Personal Assistance

• Manage personal appointments, reservations, and errands as required.

• Assist with special projects, events, and seasonal planning.

• Coordinate deliveries, purchases, and household/vendor services as needed.

• Provide general administrative support including correspondence, expense tracking, and document preparation.

• Maintain confidentiality and handle sensitive information with discretion.

Requirements:

• Proven experience in travel planning, executive assistance, concierge services, or a related role.

• Strong research skills and ability to source high-quality options quickly.

• Excellent attention to detail and follow-through.

• Exceptional organizational and time management abilities.

• Strong written and verbal communication skills.

• Proficient in Microsoft Office/Google Workspace and comfortable with online booking tools.

• Flexible and adaptable—able to respond to changes and unexpected requests.

• Demonstrated discretion and professionalism in dealing with high-level and personal matters.

Role Specific Requirements:

• Availability to be on call during CEO travel periods, including evenings and weekends, for urgent itinerary changes or last-minute requests.

• Ability to respond promptly to unexpected travel changes, cancellations, or emergencies.

• Comfort working across multiple time zones and adjusting work hours as needed for trip support.

• Willingness to occasionally handle personal or household-related tasks while CEO is traveling to ensure smooth operations at home and office.

• Proven ability to work under pressure and meet tight deadlines without compromising quality.

• Strong problem-solving skills to resolve issues in real time with minimal disruption to the CEO’s schedule.