Position Summary: The Travel Assistant works directly with the Travel Manager providing essential administrative support to all travel operations. This includes updating multiple calendars for key stakeholders and ensuring information is accurate and current. The ideal candidate has exceptional attention to detail, is capable of accurately and efficiently following direction, and has the confidence to work independently and on behalf of the Travel Manager when needed.
Position Responsibilities:
Ensures that all schedules, travel calendars, and documents are coordinated and accurate
Maintains and organizes all logistical records and documentation for travel scheduling and planning
Accurately and effectively communicates travel logistics to key stakeholders
Responsible for all travel-related accounting and financial record-keeping
Supports the Travel Manager in overseeing flight planning and coordination in partnership with a contract aviation management company
Facilitates booking and coordination of ground transportation and rental vehicles for staff and family needs
Maintains positive relationships with vendors
Maintains awareness of world events and weather that may affect travel plans
Be able and willing to provide occasional after-hours coverage in instances of travel delays, cancellations, or other unexpected changes to travel plans
Essential skills and experience:
High School Diploma required; College Degree preferred and/or any combination of education, training, and experience that
demonstrates the ability to perform the duties of the position
2 -5 years of Executive or Personal Assistance experience for a high net worth or C-Suite Individual with heavy travel responsibilities & calendaring duties
Must possess a “24/7 mindset”, having the ability to stay adaptable and responsive to urgent needs, schedule changes, and operational demands
Must be highly proficient with in Outlook, Outlook Calendar, G-Suite, Excel, Word, and other Microsoft programs
Clear, efficient, and accurate communication skills
Ability to thrive in a fast-paced environment while efficiently managing records and adapting to ever-changing logistics.
Exceptional interpersonal and communication skills; positive attitude
Dependability, integrity and regular use of discretion and independent judgment
Practices and encourages security and confidentiality of all sensitive information
Excellent knowledge of general office procedures
Excellent time management skills: ability to organize and coordinate multiple projects with available resources
Ability to always maintain a high level of strict confidentiality and professionalism
Possess a valid driver’s license with a good driving record
Valued but not required skills and experience:
Prior experience working for a high-net-worth client
Experience or familiarity with booking and managing transportation with private jet/ aviation companies
A background in private estate, luxury hospitality, or in a similar industry
Physical demands and work environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical demands: Basic standing, walking, sitting. Close vision demands due to continual desktop computer work requirements. Driving of personal vehicle required to various local properties and vendor sites. Occasional lifting of up to 15 pounds.
Work environment: Cubical setting. Noise level usually moderate.
Travel: Minimal or no travel required.
General sign-off: The employee is expected to adhere to and ensure compliance with all relevant OSHA safety regulations for all facility personnel; as well as all company policies, and to act as a role model in the adherence to policies.
WHO ARE YOU
You are a dependable, capable professional who takes genuine pride in delivering excellent work. You are organized, steady, and comfortable owning your responsibilities, yet you value teamwork and communicate well with people at every level. You appreciate structure and high standards while also being adaptable when priorities shift.
You notice details follow through, and view giving and receiving feedback as a natural part of continuous improvement. You manage multiple priorities with calm judgment, know when to lead and when to collaborate, and bring a solutions-focused mindset to everything you do.
Your background likely includes luxury hospitality, private estates, or other environments where discretion, consistency, and elevated service matter. You are ready for a role where your professionalism and high standards are genuinely valued.
WHO ARE WE
We are a private property management company committed to delivering exceptional service through thoughtful operations, strong standards, and highly capable teams. We work in environments where attention to detail matters, expectations are high, and quality is non-negotiable.
Our culture is grounded in respect, accountability and clear communication. We invest in developing our people, create space for growth, and value long-term trusted relationships. Our work moves quickly but is purposeful, well supported, and rooted in a shared commitment to excellence.
WHY DFI
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Professional team-oriented workplace
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Competitive salary and performance-based bonus
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100 percent employer-paid medical, dental, and vision insurance for employees and dependents with participation in our Wellness Incentive Program
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401 k with employer match
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Generous vacation and personal time off
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Charitable donation matching
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Ongoing training and development opportunities
Programs that promote balanced, sustainable work habits
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DFI is an Equal Opportunity Employer.
We prohibit discrimination and harassment of any kind and are committed to providing our employees with a work environment free of such behavior.
We make all employment decisions based on business needs, job requirements, and individual qualifications, without regard to age, race, color, religion or belief, family or parental status, or any other status protected by applicable laws or regulations in the locations where we operate.
This is a drug-free workplace. All candidates must complete a background check and drug test before employment.
