Job Description

Job Overview

We are seeking a highly organized, proactive, and experienced C-Suite Executive Assistant & Travel Coordinator to provide outstanding administrative and travel support to a select group of senior executives and the Ruby family. This unique dual-role requires a high level of discretion, strong attention to detail, and the ability to thrive in a fast-paced, high-touch environment. The ideal candidate is calm under pressure, adaptable, and confident, managing complex schedules and luxury travel arrangements both independently and collaboratively.

Key Responsibilities

Travel Coordination & Logistics

• Plan, book, and manage all corporate and personal travel aspects for the Ruby family and C-suite executives, ensuring a seamless and elevated experience.
• Includes: flights, hotels, dining reservations, ground transportation, and special requests.
• Maintain and nurture relationships with hotel partners; negotiate and manage preferred rate agreements.
• Create and distribute polished, detailed travel itineraries.
• Proactively research and recommend best-in-class travel services, apps, and loyalty programs to optimize cost, quality, and efficiency.
• Remain available for after-hours or weekend support in the event of last-minute travel changes or disruptions.

Executive Support for C-Suite

• Provide administrative support for a small group of C-suite executives (excluding CEO and Founder), including:
• Calendar and scheduling management
• Coordination of internal and external meetings, including video conferences and off-site events
• Sending and managing calendar invites
• Prepare agendas, meeting briefs, follow-up notes, and presentation materials.
• Draft executive communications, travel memos, and PowerPoint presentations.
• Handle sensitive information with the utmost confidentiality and professionalism.

Qualifications & Requirements

• 1-3 years of experience providing high-level administrative support and/or coordinating complex travel logistics in a dynamic, high-touch environment.
• Demonstrated ability to manage competing priorities and execute with precision under tight timelines.
• Exceptional written and verbal communication skills; professional demeanor and interpersonal acumen.
• Advanced proficiency with Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and travel management platforms or tools (e.g., Concur, TripIt, Amex GBT).
• Experience in luxury hospitality, concierge services, or executive lifestyle management is a strong plus.
• Flexibility to work nights, weekends, and respond to urgent changes as needed.
• High degree of discretion, sound judgment, and commitment to service excellence.

Additional Role Expectations

• Occasional Travel May Be Required: The assistant may be asked to travel in advance of the Ruby family to scout and assess potential vacation destinations to ensure they meet quality and experience standards.
• High Responsiveness & Flexibility: This role demands the ability to work quickly and handle last-minute changes with grace and efficiency—particularly in high-stakes or time-sensitive situations.
• Hands-On & Detail-Oriented: A strong eye for quality, an understanding of luxury standards, and the ability to anticipate needs are essential to success in this role.
• Service-Driven Mindset: The ideal candidate thrives in a support role that values discretion, intuition, and elevated service as core to their day-to-day function.

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