Executive Assistant

ACS Group; United States; Remote; USD 65,000 - 85,000; Full time

Benefits offered by this job

International travel opportunities

Remote flexibility

Rotational schedule

Professional exposure

Travel opportunities

Competitive remuneration

Job summary

ACS Group is looking for an experienced and highly organized Executive Assistant to join our Travel & Lifestyle team. You will provide executive-level support with a strong focus on travel, coordinating international arrangements across multiple destinations and working with leading hotels, airlines, private aviation providers, VIP airport services, and premium partners worldwide.

This role offers remote flexibility, a structured shift pattern, and opportunities to travel internationally while

Qualifications

• 3+ years of experience as an Executive Assistant, Personal Assistant, Travel Coordinator, or similar role supporting senior executives or high-net-worth individuals.
• Extensive experience organizing international travel and coordinating with hotels, airlines, private aviation, VIP services.
• Willingness to travel internationally to accompany executives.
• Excellent organizational, multitasking, and time-management skills.
• Strong communication, negotiation, and problem-solving abilities.
• High standards of professionalism, discretion and confidentiality.
• Ability to anticipate needs and maintain calm under pressure.

Responsibilities

• Provide day-to-day executive support with a focus on international travel.
• Arrange hotel stays, flights, private jet charters, transfers, and activities.
• Research destinations and prepare tailored travel proposals.
• Source and negotiate rates with hotels, airlines, and service providers.
• Monitor bookings for accuracy and seamless execution.
• Maintain travel and activity calendars and coordinate schedules.
• Manage travel insurance and documentation.
• Ensure smooth communication across shifts within the Travel & Lifestyle team.

Skills

Executive support

Travel coordination

GDS platforms

International travel

HNWI exposure

Tools

GDS platforms

Job description

ACS Group is looking for an experienced and highly organized Executive Assistant to join our Travel & Lifestyle team.

This is an exciting opportunity for a detail-oriented professional who enjoys supporting executives, managing complex international schedules, and delivering outstanding service at the highest standards.

In this role, you will provide executive-level support with a strong focus on travel, coordinating international arrangements across multiple destinations and working with leading hotels, airlines, private aviation providers, VIP airport services, and premium partners worldwide.

If you thrive in a fast-paced international environment, have exceptional attention to detail, and know how to turn requests into seamless experiences, we would love to hear from you.

Key Responsibilities

Executive & Travel Support

• Provide day-to-day support to executives and their guests, with a primary focus on international business and leisure travel.
• Arrange hotel accommodations, commercial flights, private jet charters, transfers, and exclusive activities.
• Research destinations, identify exceptional experiences, and prepare tailored proposals.
• Source and negotiate competitive rates with hotels, airlines, travel agencies, and other service providers.
• Monitor all bookings, ensuring accuracy, quality, and seamless execution.
• Prepare itineraries, destination guides, and weekly event recommendations.

Aviation & VIP Airport Services

• Coordinate private aviation requests and compare charter options.
• Arrange VIP airport assistance, Fast Track services, and meet-and-greet arrangements.
• Verify flight details, passenger information, tickets, and travel documentation.
• Coordinate changes to arrangements and ensure smooth transitions between destinations.

Calendar, Logistics & Coordination

• Maintain an organized travel and activity calendar and coordinate schedules with relevant departments.
• Organize ground transportation, private drivers, and car rentals.
• Coordinate accommodation and travel for accompanying staff and guests.
• Manage travel insurance and ensure all necessary arrangements are in place.
• Monitor schedules and proactively identify potential conflicts or logistical challenges.

Administration & Financial Coordination

• Maintain accurate records, documentation, and correspondence.
• Review invoices, supplier statements, payment statuses, and booking conditions.
• Monitor cancellation policies, payment deadlines, and reservation hold periods.
• Prepare daily task updates, prioritize requests, and maintain clear handovers between shifts.

Team Collaboration & Communication

• Provide support through dedicated communication channels during assigned shifts.
• Monitor incoming requests and respond promptly to changing priorities.
• Work closely with the Travel & Lifestyle team and other departments.
• Ensure smooth communication and continuity of service between shifts.

What We Are Looking For

• 3+ years of experience as an Executive Assistant, Personal Assistant, Travel Coordinator, or in a similar role supporting senior executives or high-net-worth individuals.
• Solid experience organizing international travel; exposure to private aviation, VIP airport services, or GDS platforms is a strong advantage.
• Willingness to travel internationally and accompany executives when required.
• Excellent organizational, multitasking, and time-management skills.
• Strong communication, negotiation, and problem-solving abilities.
• Exceptional attention to detail and the ability to anticipate needs before they arise.
• A proactive, service-oriented mindset and the ability to remain calm under pressure.
• High standards of professionalism, discretion, and confidentiality.

What We Offer

• International Work Environment: Work with global destinations, premium hospitality partners, and international service providers.
• Remote Flexibility: Work remotely from anywhere.
• Structured Work Schedule: Rotational schedule of 2 working days followed by 2 days off, in coordination with another team member.
• Professional Exposure: Gain experience supporting executives and managing complex international arrangements with leading luxury travel providers.
• Travel Opportunities: Possibility of international business trips alongside executives.
• Compensation: Competitive remuneration based on experience and qualifications.