Executive & Personal Assistant to CEO & COO

Full Time, Exempt

Location: Indianapolis, Indiana

Job Brief

Live Luxe Travel Co. is looking for a highly organized, resourceful, and discreet Executive & Personal Assistant to support our CEO and COO. This is a dynamic, multifaceted role that blends high-level executive support, travel industry operations, office and event coordination, and personal and household management. As the right-hand person to our leadership team, you will keep both the business and our personal lives running smoothly; from owning their calendars and inboxes and coordinating company travel, to planning company events, helping pack for trips, checking in on their home, and caring for their dogs while they're away.

This role requires exceptional trust, discretion, and flexibility. It's best suited to someone who thrives on variety, takes pride in anticipating needs before they're asked, and is comfortable moving fluidly between a boardroom, a client call, and household errands all in the same day.

This Role Will Provide: 

• Executive Support – own and maintain the CEO and COO's calendars (professional and personal), schedule all work-related calls, meetings, and appointments, assist with email correspondence, and provide day-to-day executive support.
• Personal & Household Support – manage personal errands and household coordination, provide occasional pet care and veterinary scheduling, check on the home and manage light plant care while we're traveling, and assist with any additional properties we may own.
• Client Relations – act as a liaison between leadership and clients, maintaining professional and responsive communication to ensure client satisfaction and retention, and backing up leadership in booking and managing client travel.
• Supplier Relations – act as a liaison between leadership and travel industry suppliers in coordinating events, partnerships, and Travel Luxuriously Collection agreements, renewals, and marketing collateral.
• Travel Coordination (Company & Personal) – manage travel arrangements and calendaring for the CEO, COO, and the full Live Luxe Travel Co. team as well as personal and family travel including flights, accommodations, ground transportation, TripIt itineraries, employee travel benefits tracking, packing assistance, and trip preparation.
• Administrative & Office Support – perform a variety of administrative tasks such as commission chasing, data entry, preparing reports, drafting correspondence, managing expenses, maintaining organized filing systems, answering and directing phone calls, and keeping the office stocked and running smoothly.
• Project & Event Management – support special projects and initiatives including client gifts, research, and data analysis, and help plan major company and personal events such as the Live Luxe Inspire annual conference and CEO & COO’s annual holiday party.
• Team Collaboration – collaborate with the executive team and department heads, liaise between other Live Luxe Travel managers and the CEO/COO, coordinate with outside vendors and partners (Human Resources, financial planner, etc.), and work with the Operations and Partner Relations teams to schedule team educational webinars.

Responsibilities

Executive & Calendar Support

• Own and maintain the CEO and COO's calendars, covering both professional and personal commitments
• Schedule all work-related calls, meetings, and events for the CEO and COO
• Assist with responding to the CEO and COO's email correspondence as needed
• Book and manage travel for the CEO and COO, ensure all trips are calendared, and keep their TripIt app up to date
• Act as a liaison between other Live Luxe Travel managers and the CEO and COO
• Coordinate with outside vendors and professional service providers on behalf of the CEO and COO, including Human Resources, financial planning, and others as needed

Client & Business Support

• Ensure travel requests are received and responded to in a professional and timely manner
• Qualify client requests, research best options, and provide thorough quotes for travel
• Make, modify, and cancel hotel/resort reservations on behalf of clients in an efficient, courteous, and timely manner
• Provide outstanding customer service via email, phone, and other electronic communication methods
• Assist with concierge-type requests including transportation, dining reservations, spa reservations, and activities
• Escalate booking issues in a complete, timely, and professional manner to help ensure resolution
• Assist with administrative and accounting tasks related to booking and servicing client travel, including processing travel documents
• Provide non-client-facing administrative support to the executive team (commission tracking, invoicing, reconciliation, and other tasks as needed)
• Support marketing tasks as needed, including social media, email marketing, website updates, and client appreciation gifts
• Maintain positive, productive relationships with suppliers (hotels/resorts, transportation companies, and other vendors)
• Manage Travel Luxuriously Collection supplier agreements and renewals, and collect and organize related marketing collateral
• Track and maintain company employee travel benefits
• Organize travel documents to ensure a smooth experience for clients and for the CEO/COO

Company Events & Office Support

• Assist the CEO and COO with planning major company events, including the Live Luxe Travel annual conference and holiday party, as well as select personal events
• Work with the Operations Manager and Manager of Partner Relations to schedule educational webinars for the Live Luxe Travel team
• Answer company-related phone calls and direct them as necessary
• Ensure the office is stocked with snacks, beverages, and lunches as needed

Personal & Household Support

• Manage and coordinate confidential healthcare-related scheduling and medical logistics for the CEO and COO, handling all personal and health information with strict discretion and confidentiality
• Schedule additional personal appointments for the CEO and COO, such as dentist visits, haircuts, and other personal services
• Maintain organized personal and household records with the highest level of confidentiality
• Provide occasional pet care/sitting for two dogs, Madi (11) and Maxine (8 months), including feeding, walks, basic care, and scheduling veterinary appointments
• Check on the house periodically when they're out of town. Tasks include watering plants, ensuring the home is secure and well-maintained, and let in housekeepers or other scheduled vendors as needed
• Monitor package deliveries, bring packages inside, and schedule package holds and grocery delivery as needed
• Assist with packing and trip preparation ahead of personal and business travel
• Occasionally travel with the CEO and/or COO including to travel shows and company events to provide on-the-ground logistical and personal support
• Run errands for the CEO and COO, including groceries, dry cleaning, and other personal and professional errands as needed
• Provide airport pick-up and drop-off and other transportation support as necessary
• Assist with any additional properties (e.g., Airbnb or rental units) the CEO and COO may own, including scheduling, cleaning coordination, and ongoing tenant support
• Handle all personal, health, and household matters with absolute discretion and confidentiality at all times
• Other duties as assigned

Schedule & Travel Requirements

• Typical schedule is Monday–Friday during normal business hours; this role also requires availability for occasional evenings, weekends, and last-minute, time-sensitive situations that require after-hours support
• Willingness to travel occasionally with the CEO and/or COO for business purposes (conferences, trainings, supplier events, travel shows) as well as personal or family travel
• Must have or be willing to obtain a valid passport

Qualifications

• Exceptional organizational and time management skills with the ability to prioritize tasks and meet deadlines
• A high degree of trust, discretion, and emotional intelligence; must maintain strict confidentiality regarding personal, health, and business matters at all times
• Strong interpersonal skills with the ability to communicate effectively and professionally with internal and external stakeholders
• Comfortable working closely with a household in addition to a professional office setting; pet care experience a plus
• Flexibility to adapt to changing priorities and work in a fast-paced environment
• Excellent verbal and written communication skills
• Capable of managing a demanding workload while providing a premium level of service to clients and leadership alike
• Ability to multi-task, problem-solve, and work well under pressure
• Ability to meet needs across a global, always-on work environment
• Fast learner who strives to deliver above and beyond expectations
• Willingness to learn and work well independently as well as in a team environment
• Demonstrate high attention to detail
• Must have a smartphone, computer, and reliable internet access
• Intermediate to advanced knowledge of GSuite applications (Google Docs, Sheets, Slides, Gmail) and Canva
• Availability to attend live and recorded online training sessions
• Positive attitude and strong work ethic
• Valid driver's license, reliable vehicle, and a clean driving record
• Must live within a reasonable distance of Indianapolis, Indiana to accommodate occasional house-sitting, pet care, and airport pickups

Live Luxe Travel Co will provide a company issued laptop to perform work duties. Other tools, unless deemed essential for your job or medically necessary, may not be covered. 

About: 

Live Luxe Travel Co. is your modern luxury travel agency. We specialize in luxury hotels, resorts and villas. Through high-touch service and personalization, we curate unique experiences at the best hotels, resorts and destinations. Travel Luxuriously.