Position Overview
The Private Office is seeking an exceptional Executive Concierge to provide world-class travel, logistics, operational, and lifestyle support to a Principal with extensive domestic and international commitments.
This is a highly travel-intensive role designed for a proactive, resourceful, and detail-oriented professional who thrives in fast-paced environments and can anticipate needs before they arise. The successful candidate will frequently travel ahead of the Principal to prepare destinations, coordinate logistics, oversee operations, and ensure every aspect of an engagement, meeting, event, or journey is fully organized before arrival.
Acting as an extension of the Private Office, the Executive Concierge will create a seamless and frictionless experience through meticulous planning, exceptional execution, and a white-glove approach to service.
Travel is an essential requirement of this position. The successful candidate should expect to travel extensively throughout the year, often arriving at destinations in advance of the Principal to coordinate logistics, oversee preparations, and ensure operational readiness.
Key ResponsibilitiesAdvance Travel & Destination Preparation
- Travel domestically and internationally ahead of the Principal to prepare for upcoming meetings, events, business engagements, and personal travel.
- Conduct site visits and oversee all destination logistics prior to arrival.
- Coordinate accommodations, transportation, dining reservations, meeting venues, event spaces, and special arrangements.
- Establish and maintain relationships with local vendors, hospitality partners, transportation providers, event organizers, and service professionals.
- Anticipate and proactively resolve logistical challenges before they impact schedules or experiences.
- Develop contingency plans for travel disruptions, schedule changes, and unforeseen circumstances.
Executive Travel & Logistics Management
- Manage all aspects of domestic and international travel planning and execution.
- Create comprehensive travel itineraries, briefing packages, schedules, contact lists, and logistical plans.
- Coordinate flights, accommodations, transportation, reservations, security arrangements, and destination services.
- Monitor travel activities in real time and make proactive adjustments as needed.
- Manage visas, travel documentation, customs requirements, and destination-specific regulations.
On-Site Operations & Coordination
- Serve as the Principal's primary operational coordinator during travel, events, conferences, and special engagements.
- Ensure seamless arrivals, departures, transportation movements, venue access, and hospitality experiences.
- Coordinate directly with hosts, clients, partners, event organizers, vendors, and service providers.
- Handle time-sensitive requests, last-minute changes, and operational challenges with professionalism and discretion.
- Maintain oversight of ongoing logistical, operational, and administrative needs throughout engagements.
Concierge & Lifestyle Management
- Arrange executive dining experiences, hospitality services, entertainment, and VIP experiences.
- Coordinate special requests and personalized services.
- Manage personal and professional travel-related requirements.
- Deliver a high-touch, white-glove service experience that reflects the standards of the Private Office.
- Ensure every aspect of the Principal's experience is seamless, efficient, and thoughtfully executed.
Private Office & Administrative Support
- Support special projects and initiatives on behalf of the Private Office.
- Coordinate schedules, meetings, and logistics across multiple stakeholders and locations.
- Prepare travel reports, itineraries, briefing materials, and follow-up action items.
- Track travel budgets and expenses and maintain organized records.
- Manage confidential information with the highest level of discretion and professionalism.
- Assist with ongoing operational priorities and ad hoc requests as required.
Qualifications
- 5+ years of experience in luxury concierge services, private office support, executive travel management, hospitality management, private aviation, event operations, executive assistance, or a similar high-touch environment.
- Demonstrated experience coordinating complex domestic and international travel.
- Willingness and ability to travel extensively, including on short notice.
- Valid passport with unrestricted international travel capability.
- Exceptional organizational, planning, and project management skills.
- Strong problem-solving abilities and calm decision-making under pressure.
- Outstanding communication and relationship management skills.
- Ability to operate independently while managing multiple priorities simultaneously.
- High degree of professionalism, discretion, and attention to detail.
Language Requirements
- Professional fluency in English is required.
- Additional language proficiency in French and/or Arabic is highly preferred.
- Ability to communicate effectively with international stakeholders, service providers, and hospitality partners across diverse regions is considered a strong asset.
Preferred Experience
- Experience supporting principals, family offices, founders, executives, entertainers, diplomats, or ultra-high-net-worth individuals.
- Background in luxury hospitality, private aviation, executive concierge services, yacht management, VIP guest relations, or bespoke travel services.
- International travel coordination and multi-country itinerary management.
- Additional language skills are considered an asset.
What Success Looks Like
- Every destination is fully prepared before arrival.
- Travel, accommodations, transportation, meetings, and events are executed flawlessly.
- Potential issues are identified and resolved before they become problems.
- The Principal experiences exceptional service, efficiency, discretion, and comfort at all times.
- The Private Office consistently delivers a world-class standard of operational excellence, hospitality, and execution.
Pay: From $120,000.00 per year
Benefits:
- Dental care
- Extended health care
Work Location: Hybrid remote in Vancouver, BC
