What are the responsibilities and job description for the Travel Assistant position at The Grapevine Agency?
Traveling Personal Assistant / Travel Attaché for Busy CEO, LA based
Los Angeles-Based | Extensive Domestic and International Travel
Salary: DOE plus Benefits, plus per diem when traveling
Hours: Working business hours with flexibility due to nature of the role. There is paid time off
** Please only apply if LOCAL to Los Angeles
We are seeking an exceptional Traveling Personal Assistant/Travel Attaché to support a highly active principal who divides his time among Los Angeles, New York, Paris, Japan, and other international destinations. This is an ideal opportunity for someone who genuinely loves being on the move and has the flexibility and freedom to travel for extended periods.
The principal typically spends approximately four months each year in Los Angeles, two to three months in Paris, two to three months in New York, several weeks in Japan, and additional time traveling elsewhere. The Personal Assistant will be provided with private, comfortable accommodations in each destination, whether at a hotel, Airbnb, or another appropriate residence. A travel per diem will also be provided when applicable, and the schedule will include appropriate time off throughout the year.
The ideal candidate may be based in Los Angeles but must understand that the nature of the principal’s work and lifestyle involves frequent movement, evolving schedules, and last-minute changes. This person must be exceptionally flexible, adaptable, and comfortable supporting a highly dynamic individual. They should embrace the pace and fluidity of the position while creating structure, consistency, and ease around the principal.
A central focus of the role will be helping the principal create and maintain a health-conscious, highly organized lifestyle that supports both his well-being and professional responsibilities. The Personal Assistant will identify and coordinate trusted wellness resources in each city—including trainers, nutritionists, physicians, wellness practitioners, and healthy meal options—and ensure plans and routines are consistently carried through.
This requires someone with excellent follow-through who can take an idea or objective, manage every detail, and ensure it is fully implemented.
The right person will be calm, collected, highly capable, and quietly confident. They must know how to read a room, understand when to be visible and when to remain discreetly in the background, and consistently be effective in the most understated way. They will anticipate needs, exercise excellent judgment, and make things happen seamlessly without requiring recognition or creating unnecessary noise.
Responsibilities will include:
Travel extensively with the principal and remain available for extended stays in Los Angeles, New York, Paris, Japan, and other destinations.
Assist with packing and unpacking, luggage management, wardrobe preparation, and advance planning for each trip.
Prepare and stock residences, hotel rooms, private aircraft, and other accommodations according to the principal’s preferences.
Coordinate closely with the SR Executive Assistant to manage schedules, appointments, reservations, and evolving priorities.
Manage restaurant reservations, medical appointments, wellness treatments, fitness sessions, and personal commitments.
Research and secure trusted local resources in each market, including trainers, nutritionists, physicians, wellness practitioners, transportation providers, and personal services.
Help establish and maintain personalized health, fitness, nutrition, and wellness routines across multiple locations.
Ensure passports, visas, vaccinations, travel documents, and all international requirements remain current and properly organized.
Liaise with pilots, private aviation teams, drivers, hotels, household staff, security personnel, and local vendors to ensure seamless travel.
Confirm that phones, laptops, chargers, adapters, Wi-Fi devices, and other technology are fully charged, packed, operational, and ready for use.
Handle errands, personal shopping, returns, gifting, deliveries, and other day-to-day Personal Assistant responsibilities.
Anticipate needs, troubleshoot issues quickly, and ensure the principal experiences consistency and ease wherever he is in the world.
Maintain complete discretion and professionalism while knowing when to step forward, when to remain behind the scenes, and how to be consistently effective without being intrusive.
The ideal candidate is energetic, health-conscious, exceptionally organized, resourceful, and genuinely excited by a highly mobile lifestyle. They must be able to travel freely, adapt easily to different cities and cultures, and remain polished and composed within an ever-changing environment. This person should possess the instincts of an outstanding Personal Assistant, the sophistication of a travel attaché, and the exceptional follow-through required to ensure every detail is carried through to completion.