Travel & Protocol Coordinator

The Travel & Protocol Coordinator plays an essential role in supporting the Office of the Chairman. This position requires a highly organized, diplomatic, and service-oriented professional who can ensure flawless execution of all travel and protocol, and concierge activities. You will coordinate complex itineraries, oversee official visits and high-level meetings, and serve as the primary liaison between the Chairman’s office and internal and external stakeholders, maintaining the highest standards of discretion and efficiency in a fast-paced international environment.

Key Duties and Responsibilities

• Manage and process all travel and accommodation requests for the Chairman and accompanying delegations, ensuring accuracy, confidentiality, and compliance with company standards.
• Plan and coordinate logistics for national and international visits, including transportation, accommodation, protocol arrangements, and liaison with hosts, Embassies, or government entities when required.
• Perform concierge functions, providing personalized assistance to the Chairman and corporate guests, including reservations, welcome services, exclusive services, and support for logistical or personal needs.
• Coordinate hospitality and reception services for delegations and VIP guests, ensuring a high-level experience in line with corporate and representational standards.
• Maintain continuous communication with the Chairman’s Executive Office and the Head of Institutional Relations and Ceremonial to anticipate needs and respond promptly to last-minute requests or changes.
• Prepare detailed itineraries, briefing notes, and event documentation for official and private engagements.
• Provide on-site logistical support during business trips, ensuring all movements and activities are managed efficiently and professionally.
• Build and maintain relationships with internal departments (Finance, Administration, Security, Communications) and external partners (airlines, jet brokers, hotels, protocol officers, event organizers).
• Ensure timely processing of travel-related payments, reconciliations, and reporting in coordination with the Finance Department.
• Uphold protocol standards, etiquette, and cultural sensitivity when interacting with international delegations and VIP guests.
• Manage time efficiently and demonstrate flexibility in handling shifting priorities and urgent requirements.
• Act as a central liaison for all travel, protocol, and concierge services.

Requirements and Qualifications

• Minimum of 3–5 years of experience in a similar role, preferably in a luxury, corporate, governmental, or diplomatic environment.
• Proven experience managing high-level executive travel and VIP protocol arrangements.
• Exceptional organizational, problem-solving, and interpersonal skills with the ability to interact effectively at all levels, both internally and externally.
• Strong diplomatic and intercultural awareness, with an excellent sense of discretion and professionalism.
• Able to manage multiple priorities and perform effectively under pressure while maintaining composure and accuracy.
• Availability to travel and work flexible hours, including evenings, weekends, and holidays, according to the Chairman’s agenda.
• Proactive attitude with excellent problem-solving and decision-making abilities.
• Proficiency in Italian and English (written and spoken) is mandatory; knowledge of a third language is an asset.
• Advanced computer skills, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and digital travel management tools.
• Demonstrated reliability, confidentiality, and commitment to excellence in service.
• Legal authorization to work in Italy.

The employment level and compensation will be commensurate with the candidate’s experience and skills.

The position is based in Milan and requires flexibility to travel abroad.

Remote work is not foreseen for this role.