Full-Time Travel and Events Manager for Private Family: $175K+ and Benefits

A private and confidential Family Office in Chicago that serves an active family is seeking a full-time travel and events manager, based in Chicago, Illinois to plan all aspects of luxury travel and events for a busy and fast-moving young family.

You will bring a positive and adaptable attitude, with the ability to work under pressure while providing exceptional service.

Our ideal candidate has 7 or more years of consistent and recent full-time experience supporting HNW or UHNW individual, family and/or family office (e.g., personal assistant, executive assistant, luxury travel agent and/or luxury event planner). For success, you must come in with a humble, driven, and collaborative attitude and be motivated by providing excellent service and supporting exciting projects. Travel and Events Manager will be reporting to Manager of Principal Operations and Special Projects.

Expected Hours of Work

This opportunity is a career-oriented position. 70% of your time you will be working standard operating hours on Monday – Friday at 9:00am – 5:00pm.

Position will be hybrid reporting as needed to family office, residences, traveling for work-related responsibilities and remotely working from home.

On travel days or during events, working hours will likely involve evening and weekend work, sometimes during holidays.

Start date is flexible for the right candidate.

Details About Position

• Family takes 15-20 personal trips a year, 75% of those include 5+ attendees; the amount of trips may vary from year to year

• Family averages around 1 large event around 50 people and 5 small events per year around 20 or less guests

• Flights will be booked privately and commercially

• Core planning skills include identifying trip locations, dining, activities, itinerary creation, and all travel logistics including air and ground transportation

• Some on the ground attendance for trips may be required

• You will be reporting directly to the Manager of Principal Operations and Special Projects

• You would be working directly with the principals on each trip while coordinating with each principal’s personal assistants, executive assistants, nannies and private chef

What You Will Do

• Plan all aspects of personal and family trips that happen domestically and internationally

• Plan all personal event and travel logistics relating to these trips

• Provide in depth travel itineraries for principals and attending guests

• Handle issues and troubleshoot emerging problems that arise

• Utilize ongoing feedback from principals to drive continuous improvement of their trips and tailor to their needs

• Maintain flexibility and keeping calm in stressful situations

• Partner with personal and executive staff to manage scheduling of trips

• Partner with private chef for travel food as well as event food management

Who We Are Looking For

• At least 7 years of travel and event planning experience

• Ability to work with a high level of confidentiality and discretion

• Excellent written and verbal communication skills

• Bring your own network of suppliers to cover all aspects of events

• Must be able to drive a vehicle with current drivers license

• Ability to travel for work both internationally and domestically

• Must have a current valid passport with advanced planned renewal

• Ability to sit or stand for extended periods of time and occasionally lift up to 25 pounds

Personal Attributes for Success

• Ability to act as a trusted advisor to principals and colleagues while demonstrating expertise and integrity

• You are helpful, a team player, and show respect while collaborating with others

• You are results oriented and exercise sound judgment in your work

• A lifelong learner who is inquisitive and solves problems with bold thinking and innovation

• A visionary who plans for the future with imagination and wisdom

• You are dedicated to achieving excellence and work with others to tackle the tasks at hand

• Unquestionable ethics and integrity

• Demonstrated ability to protect privacy and maintain discretion in dealing with highly confidential information

• Service orientation with a sense of accountability, empathy, and humility

• Strong organizational skills and demonstrated ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

• Very strong interpersonal and communication skills

• Practical, congenial, positive, and trustworthy, with an even disposition

• Ability to productively manage a varied team of vendors with a positive, productive, and high-performing culture

• Professional demeanor and an ability to maintain grace under pressure when adapting to a rapidly changing environment

• Highly resourceful team player that is solution-oriented and unfazed by new situations

• Ability to anticipate potential risks and scenarios and prepare appropriately

• Excellent problem-solver with a high sense of urgency and follow-through

• Effective independently and in a semi-remote environment

• Remain accessible and responsive beyond business hours

• Pragmatic team player who is not confined by a job description and is willing to step in to assist where needed

• Highly proficient with various technology platforms and apps – Microsoft Office, Adobe Acrobat, DocuSign, PM/messaging tools, etc.

Requirements

• Bachelor’s degree

• 7-10+ years of consistent and recent full-time experience supporting HNW or UHNW individual, family and/or family office (e.g., personal assistant, executive assistant, luxury travel agent and/or luxury event planner)

• Safe vehicle for transportation

• Ability to complete extensive background checks, motor vehicle checks, drug tests, and psychological evaluation

• 2-3+ references from similar positions

• Ability to travel internationally and domestically whenever necessary

• Willingness to sign a Confidentiality Agreement (NDA)

• Seeking longevity (e.g., 2-5+ year commitment and ideally longer)

• United States passport

• Live a close proximity to Chicago, Illinois or willingness to relocate within reasonable commute (family is open to local candidates in Chicago and domestic relocations)

Compensation

• $175K+ gross annual salary (based on experience and qualifications)

• Health insurance coverage family policy (including dental and vision)

• 401K Plan (5% Match)

• PTO

• Discretionary annual bonus and raise (performance evaluation required)

• Laptop and phone provided

Please read the job description carefully and kindly apply with your cover letter, resume, references (email address and phone number), letter(s) of recommendation, and professional photo if you feel that you meet all of the requirements. We look forward to hearing from you!