Executive Travel & Logistics Coordinator

P3Hired; McLean (VA); On-site; USD 115,000 - 120,000; Full time

Job summary

P3Hired is seeking an Executive Assistant and Travel Logistics Coordinator to support a busy executive with domestic and international activities. The role involves end-to-end travel planning, itinerary management, and close collaboration with vendors and internal teams.

You will handle invoices, expenses, and confidential information while ensuring smooth operations. The position is in Northern Virginia, primarily in-office with occasional flexibility for travel, and requires proactive

Qualifications

• Experience coordinating complex travel, logistics, executive support, operations, or a related function.
• Exceptional organizational skills and attention to detail.
• Strong follow through and ability to manage multiple priorities.
• Experience with invoices, expenses, reimbursements, reconciliation, or other financial administration.
• Strong written and verbal communication skills.

Responsibilities

• Coordinate domestic and international travel arrangements, including flights, ground transportation, accommodations, and other logistics
• Develop and maintain detailed itineraries, travel documentation, confirmations, and related records
• Coordinate with travel providers, vendors, event contacts, transportation providers, and other partners
• Confirm that travel plans and required documentation are complete and ready in advance of departure
• Monitor changes to schedules, weather, transportation, and other potential disruptions and help develop contingency plans
• Communicate updates and changes clearly to relevant stakeholders
• Process and track invoices, expenses, reimbursements, and related financial documentation
• Reconcile expenses and receipts and assist with resolving discrepancies
• Maintain accurate vendor and operational records
• Coordinate closely with internal team members to ensure schedules and travel plans remain aligned
• Identify opportunities to improve travel, administrative, and operational processes
• Maintain a high level of confidentiality when handling sensitive information

Skills

Executive support

Travel coordination

Attention to detail

Multitasking

Discretion

Communication

Vendor coordination

Problem solving

Tools

Microsoft Office

Job description

P3Hired is seeking an Executive Assistant and Travel Logistics Coordinator to support a busy executive with domestic and international activities. The role involves end-to-end travel planning, itinerary management, and close collaboration with vendors and internal teams.

You will handle invoices, expenses, and confidential information while ensuring smooth operations. The position is in Northern Virginia, primarily in-office with occasional flexibility for travel, and requires proactive