Travel Specialist

Job Overview:

SuperFile is an innovation company redefining global digital security. We are building the file infrstructure of the future – where every file has identity, sovereignty, cryptographic enforcement, everywhere it travels. As we launch SuperFile to the world, we are building a brand and organization of a company operating at the scale of Google, IBM, Apple, and OpenAI.

We are seeking an Executive Travel Manager to manage complex, high-volume travel for the CEO, executive team, and employees. This role is responsible for planning, booking, and continuously monitoring travel arrangements across domestic and international itineraries.

This role is ideal for a highly detail-oriented, proactive professional who thrives in a fast-paced, high-expecation environment and is comfortable operating with urgency and discretion. Given the global nature of travel, this individual must be willing to monitor travel logistics and communications outside of standard business hours as needed.

This role is fully in-office.

Responsibilities:

As an Executive Travel Manager, you will serve as the central point of coordination for all company travel. You will manage end-to-end travel logistics including flights, accomodations, ground transportation, and contingency planning.

You will proactively monitor itineraries, adjust plans in real time, and ensure seamless travel experiences for executives and employees. You will also support teams cross functionally with administrative needs during periods of lighter travel demand.

Success in this role requires exceptional organization, precision, responsiveness, and the ability to anticipate needs before they arise.

Travel planning & coordination

• · Manage high-volume, complex travel bookings for CEO, executives, and employees
• · Coordinate domestic and international flights, hotels, visas (as needed), and itineraries
• · Optimize travel routes, timing, and cost while maintaining executive-level standards
• · Build detailed, easy-to-follow travel itineraries

Real-time monitoring & support

• Monitor travel schedules and disruptions (delays, cancellations, changes)
• Proactively rebook and adjust plans as needed, often outside standard hours
• Maintain consistent communication with travelers before and during trips
• Ensure a seemless, stress-free travel experience at all times
  
Expense management & compliance

• Follow company travel approval protocols prior to booking arrangements
• Collect, organize, and submit all travel receipts to Finance in a timely manner
• Ensure each expense is clearly documented with accurage descriptions and purpose
• Maintain meticulous records with a high degree of accuracy and attention to detail
• Partner with finance to ensure compliance with company policies and reporting
  
Vendor & relationship management

• Maintain and leverage relationships with airlines, hotels, and travel partners
• Coordinate high-quality ground transportation including car services
• Source and manage private aviation options when needed
• Negotiate preferred rates and service agreements where applicable
  
Detail management & logistics

• Track time zones, connections, and international travel requirements with precision
• Ensure all bookings, confirmations, and communications area ccurate and complete
• Maintain organized records of travel preferences and history
• Anticipate potential issues proactively and solve them
  
Administration & cross-functional support

• Support with administrative tasks during slower travel periods
• Assist with scheduling, coordination, and special projects as needed
• Provide cross-functional support across teams when bandwidth allows
• Handle sensitive and confidential information with discretion
  
Required Qualifications:

• 3-7+ years in travel coordination, executive assistance, or corporate travel management
• Experience managing complex, high-frequency travel for executives required
• Experience with international travel logistics strongly preferred
• Established network of travel vendors (car services, airlines, private aviation, etc) required
• Exceptional attention to detail and accuracy
• Highly organizaed with strong time management skills
• Deep understanding of time zones and internation travel considerations
• Ability to operate with urgency and responsiveness, including after-hours availability
• Strong communication and problem solving abilities