[Hiring] Executive Travel & Personal Assistant @WeAssist.io

Role Description

Our client is hiring an Executive Travel & Personal Assistant to take full ownership of end-to-end travel management for the firm's Managing Partner. The current EAs are performing well, but travel coordination has grown increasingly complex, and the team needs a dedicated specialist who can anticipate needs several steps ahead, refine an existing travel playbook, and make quick decisions when plans change without notice. Beyond travel, this person will also serve as overflow support for the broader executive assistant team during lighter stretches, helping with calendar management, inbox support, and ad hoc projects.

If you're a proactive, detail-obsessed travel professional who thrives on solving problems before they happen and loves the challenge of keeping a demanding executive's life running seamlessly—this role could be a great fit for you.

Qualifications

• Stellar English & Communication – Clear, polished communication is a must, both in writing and over the phone.
• End-to-End Travel Expertise – Proven experience managing highly complex, ever-changing travel logistics down to the smallest detail.
• Proactive Anticipation – A track record of foreseeing problems (closed pools, early flights, last-minute changes) before they arise.
• Executive Assistant Background – Experience supporting a high-level, fast-paced executive with demanding travel needs.
• Extreme Attention to Detail – Nothing slips through the cracks, from confirmation numbers to hotel amenity hours.
• Resourceful, Figure-It-Out Attitude – Comfortable handling curveballs independently and confidently.

Requirements

• Manage all logistics for frequent domestic travel, often as much as 5 out of every 6 weeks.
• Coordinate travel for family members or other firm colleagues attending the same events.
• Inherit and continuously refine an existing travel playbook of preferences, past itineraries, and go-to restaurants.
• Plan proactively, looking 6+ weeks ahead for conferences and major trips rather than relying on calendar blocks alone.
• Monitor preferred airline apps daily and conduct a weekly travel coordination call with the Managing Partner's wife to align independently booked travel and avoid scheduling conflicts.
• Build highly detailed, clearly formatted itineraries in shared documents so any team member can step in during an emergency.
• Select hotels based on proximity to meetings or airports and verify amenities are actually available when needed.
• Coordinate restaurant reservations and grocery deliveries based on dietary preferences and training needs.
• Handle last-minute schedule changes—delayed flights, extended stays—by proactively adjusting hotels, cars, and meetings.
• Coordinate seasonal transitions, cleaning services, and maintenance for a frequently visited second home.
• Manage calendar conflicts and cross-reference digital and physical calendars to ensure nothing is missed.

Benefits

• 13th Month Bonus
• Permanent work-from-home / remote set-up
• Health insurance
• Dental insurance
• Mental health insurance
• Great starting salary
• Growth opportunity
• Performance-based raises
• Prizes and bonuses

Company Description

A well-established corporate law firm with offices spanning New York, New Jersey, Philadelphia, Kansas City, Washington D.C., and Texas. The firm has built a broad, multidisciplinary practice covering M&A, securities offerings, litigation, regulatory investigations, real estate, and more. They represent domestic and international clients in complex corporate, securities, and commercial transactions, including private equity and venture capital matters.