Travel & Logistics Operations Support

Schechter Reed; Tysons (VA); On-site; USD 110,000 - 140,000; Full time

Job summary

Schechter Reed seeks a Travel & Logistics professional to coordinate complex domestic and international itineraries for the Principal and staff. You will manage aviation, ground transport, accommodations, and security-related logistics with meticulous attention to detail.

You will ensure master itineraries, documentation, and confirmations are up-to-date, while collaborating with agencies, vendors, and internal teams to maintain seamless coverage across time zones and schedules.

Qualifications

• Demonstrated success coordinating complex domestic and international travel with accuracy and follow-through.
• Strong financial and administrative aptitude including invoicing, expense reconciliation, and reporting.
• Discretion handling confidential information and senior stakeholders.

Responsibilities

• Coordinate end-to-end domestic and international travel for the Principal and staff, including aviation, ground transport, accommodations, and security logistics.
• Collaborate with travel agencies, charter providers, FBOs, event hosts, security personnel, greeters, drivers, and partners to confirm complete arrangements.
• Maintain master itineraries, documents, manifests, and records; share materials with authorized staff on schedule.
• Coordinate with the Executive Assistant & Scheduler to align travel plans with calendars and personal requirements.

Skills

Travel coordination

Financial discipline

Executive support

Communication with stakeholders

Problem solving

Microsoft Office / travel platforms

Tools

Office software

Shared workflow systems

Job description

• PRIVATE OFFICE OF A FORMER SENIOR U.S. GOVERNMENT OFFICIAL
• Confidential Search | Tysons Corner, Virginia
• Reports to: Chief Executive Officer
• Employment: Full-time
• Location: Tysons Corner, Virginia, with extensive travel
• Work arrangement: Primarily in-office
• Travel: Limited, as required
• Schedule: Established business hours with shared coverage and role-specific flexibility

Position Overview

The Private Office supports a complex portfolio of business, public-engagement, philanthropic, and personal activities in the United States and internationally. The Travel & Logistics role serves as the operational coordination hub for domestic and international travel, related financial administration, vendor management, and continuity of information across the office.

This position owns the details behind each trip—from initial planning through reconciliation—so travel plans are accurate, documented, communicated, and ready to execute. The successful candidate combines exceptional organization and financial discipline with calm problem-solving, strong follow-through, and a collaborative, service-oriented approach.

Key Responsibilities

Travel Planning and Coordination

• Coordinate end-to-end domestic and international travel for the Principal and authorized staff, including commercial and private aviation, ground transportation, accommodations, and security-related logistics.
• Work closely with travel agencies, charter providers, FBOs, event hosts, security personnel, greeters, drivers, and other partners to confirm accurate and complete arrangements.
• Maintain master itineraries, travel documentation, manifests, confirmation records, and shared trip files; distribute current materials to authorized staff at the appropriate time.
• Coordinate with the Executive Assistant & Scheduler to ensure travel plans, calendar commitments, personal requirements, and transition time remain aligned.

Trip Readiness and Contingency Management

• Lead or support pre-departure planning calls with hosts, security, traveling staff, and internal stakeholders to confirm responsibilities, timing, access, and outstanding items.
• Verify passports, visas, entry requirements, credentials, special-access needs, and other trip-specific documentation well in advance.
• Monitor weather, schedule changes, transportation risks, and other dependencies; develop practical contingencies and communicate changes promptly.
• Document decisions, changes, and handoffs in shared systems so coverage remains seamless across time zones, weekends, and holidays.

Financial and Operational Administration

• Prepare, process, and track invoices, reimbursements, travel expenses, and related receivables with accuracy and timely follow-through.
• Reconcile charges and receipts, maintain complete supporting records, and coordinate with accounting and external partners to resolve discrepancies.
• Maintain vendor records, operational reporting, and cost visibility; identify recurring issues and recommend improvements to travel and approval processes.

Qualifications and Capabilities

• Demonstrated success coordinating complex domestic and international travel, logistics, operations, or executive support with exceptional accuracy and follow-through.
• Strong financial and administrative aptitude, including experience with invoicing, expense reconciliation, reimbursements, records, or related operational reporting.
• Sound judgment and a strong record of handling confidential or sensitive information with discretion.
• Proactive, anticipatory, and solutions-oriented approach; able to identify dependencies early, develop contingencies, and remain composed as plans change.
• Excellent written and verbal communication skills and the ability to coordinate effectively with senior stakeholders, security personnel, vendors, and internal colleagues.
• Strong fluency with Microsoft Office, travel and expense platforms, shared workflow systems, and other business technology; able to learn new tools quickly.

Success in This Role

• Travel plans are accurate, complete, and ready well before departure.
• The Principal, traveling staff, and supporting teams receive current information and understand their responsibilities.
• Changes and disruptions are anticipated when possible and managed quickly when they occur.
• Invoices, expenses, reimbursements, and supporting records are timely, accurate, and easy to audit.
• Shared systems, coverage, and handoffs become more reliable, efficient, and scalable over time.

Schedule and Working Conditions

• This full-time role is based primarily in the Tysons Corner, Virginia office during established business hours.
• Shared coverage requires flexibility for occasional early mornings, evenings, weekends, or holidays based on active travel and schedule changes.
• Limited travel or off-site support may be required.