Executive Assistant – Travel & Hospitality

SYNC; Colombia; Presencial; COP 48.000.000 - 78.000.000; Jornada completa

Descripción de la vacante

SYNC is seeking an experienced Executive Assistant to provide high-level administrative, operational, and travel coordination support for senior clients. The role emphasizes managing complex travel logistics and hospitality coordination with discretion and professionalism.

The ideal candidate will handle calendars, inboxes, meetings, research, and project tasks across time zones, while identifying process improvements and leveraging AI tools to boost productivity.

Formación

• Fluent in English with strong communication skills.
• Minimum of 2 years of experience as an Executive Assistant.
• Professional experience in travel coordination, hospitality, or related area is required.
• Experience coordinating travel arrangements including flights, accommodations, and itineraries.
• Ability to handle last-minute travel changes with attention to detail and problem-solving.

Responsabilidades

• Provide high-level administrative and operational support to executives and stakeholders.
• Manage complex calendars, appointments, meetings, and time-zone coordination.
• Manage executive inboxes, communications, and timely follow-up on pending matters.
• Coordinate meetings end-to-end, including agendas, materials, and action items.
• Prepare and maintain documents, reports, presentations, and CRM records.
• Coordinate domestic and international travel, including itineraries and documentation.
• Monitor travel changes, cancellations, and rebookings and resolve issues proactively.
• Track expenses, invoices, and reimbursements with accuracy and discretion.
• Communicate professionally with clients, vendors, and service providers.

Conocimientos

Travel coordination

Executive support

Calendar management

Communication

Problem solving

Educación

Bachelor's degree in related field

Herramientas

Microsoft Office

Google Workspace

CRM systems

Descripción del empleo

Our Executive Assistants play a key role in providing high-level administrative, operational, and logistical support to senior and executive-level clients.

For this specific opportunity, we are looking for an experienced Executive Assistant with a strong professional background in travel coordination and/or hospitality. Experience managing travel logistics, reservations, itineraries, accommodations, and changing travel requirements is a key requirement for this position.

The ideal candidate is highly organized, proactive, resourceful, service-oriented, and exceptionally detail-oriented. They should be comfortable coordinating complex travel arrangements, handling last-minute changes, researching and comparing options, communicating with hotels, airlines, vendors, and other service providers, and anticipating the executive's needs to ensure a seamless experience.

In addition to travel and hospitality coordination, this individual will provide comprehensive executive support, including calendar and inbox management, meeting coordination, research, project management, expense tracking, documentation, and other administrative and operational responsibilities.

Our Executive Assistants work full time and exclusively for one client. Our clientele consists of U.S.-based companies and professionals across a wide range of industries.

GENERAL RESPONSIBILITIES

• Provide high-level administrative and operational support to executives, proactively anticipating needs, priorities, and potential issues.
• Manage complex calendars, appointments, meetings, and scheduling across multiple stakeholders and time zones, resolving conflicts and protecting the executive's time.
• Manage executive inboxes and communications, prioritizing messages, drafting professional responses, tracking pending matters, and ensuring timely follow-up.
• Coordinate meetings from preparation through follow-up, including agendas, supporting materials, notes, action items, deadlines, and responsible parties.
• Maintain visibility over executive priorities, projects, commitments, and deadlines, proactively following up with internal and external stakeholders.
• Prepare, organize, and maintain business documents, reports, presentations, spreadsheets, databases, CRM records, and digital filing systems.
• Conduct business research, summarize findings, compare alternatives, and provide clear recommendations to support executive decision-making.
• Coordinate domestic and international travel, events, appointments, and other executive logistics, including flights, accommodations, transportation, detailed itineraries, reservations, and required documentation.
• Manage travel-related changes, cancellations, rebookings, and last-minute requests, proactively identifying alternatives and resolving issues when needed.
• Track business and travel expenses, budgets, invoices, subscriptions, reimbursements, and supporting documentation when required.
• Communicate professionally with clients, vendors, partners, employees, hotels, airlines, and other service providers, exercising sound judgment and discretion.
• Support special projects and changing business priorities, taking ownership of tasks and identifying solutions with minimal supervision.
• Coordinate and oversee junior administrative staff, contractors, or other support personnel when applicable.
• Identify inefficient, repetitive, or manual processes and proactively recommend improvements to increase productivity and operational efficiency.
• Create and maintain SOPs, templates, checklists, trackers, and standardized workflows to improve organization and consistency.
• Leverage Artificial Intelligence and emerging technologies to improve research, communication, documentation, information management, and overall productivity.
• Identify opportunities to use AI and automation to streamline repetitive tasks, reduce manual work, minimize errors, and improve existing workflows.
• Research and recommend new technologies, systems, and productivity solutions that can improve executive and business efficiency.
• Maintain a continuous-improvement mindset, consistently identifying opportunities to optimize processes, strengthen organization, and create greater leverage for the executive.

REQUIREMENTS

• Fluent in English, written and verbal (C1 level or higher), with excellent communication skills.
• Minimum of 2 years of experience as an Executive Assistant.
• Professional experience in travel coordination, hospitality, tourism, hotels, concierge services, or a closely related area is required.
• Demonstrated experience coordinating travel arrangements, including flights, accommodations, transportation, reservations, and itineraries.
• Ability to handle last-minute travel changes and time-sensitive requests with strong attention to detail and problem-solving skills.
• College Degree in General Administration, Communications, Psychology, Sociology, Hospitality, Tourism, or a related field.
• Strong proficiency with Microsoft Office, Google Workspace, and emerging technologies generally.
• Self-motivated, with the ability to work independently and solve problems proactively.
• Strong organizational, multitasking, and time-management skills.

SCHEDULE

This position is FULL TIME, and 40 hours of work per week are expected Monday through Friday. The specific schedule will be based on the location and needs of the client. A daily 1-hour lunch break is included.

• Important: Because this role involves executive travel and hospitality coordination, candidates should be comfortable managing occasional urgent or time-sensitive travel matters and adapting as needed.