Responsibilities
- Own end-to-end travel coordination for the entire Level team—employees, candidates, contractors, and visitors across the US, New Zealand, and Europe.
- Troubleshoot travel issues in real-time across time zones: rebooking flights, solving last-minute problems, and keeping everyone moving.
- Coordinate complex multi-city itineraries for team members attending conferences, offsites, and business meetings.
- Partner closely with our travel agency to secure optimal arrangements, building and maintaining a strong working relationship that ensures seamless service and priority support for our team's needs.
- Manage complex, multi-time zone calendaring that actually makes sense and protects focus time.
- Anticipate scheduling conflicts and proactively solve them before they become problems—you're an independent self-starter who identifies issues and solutions without being asked.
- Coordinate catering for meetings and events, ensuring dietary preferences and logistics are handled seamlessly.
- Serve as backup to the Executive Assistant and Office Manager—and receive their support in return—ensuring seamless coverage and smooth operations across all administrative functions.
Requirements
- 5+ years of experience supporting executives or teams in a fast-paced environment, with significant travel coordination responsibilities.
- Exceptional organizational skills and meticulous execution—you have a track record of managing competing priorities without dropping balls.
- Outstanding written and verbal communication—you know how to match your tone to the situation and build strong relationships with partners and stakeholders.
- Comfortable with ambiguity and able to make smart decisions independently when flight times shift or plans change.
- Proficiency with Google Workspace, Slack, travel booking platforms, and modern productivity tools.
- Discretion and sound judgment when handling confidential information.
Nice to Have
- Background in tech, gaming, or education industries.
- Event planning experience for both virtual and in-person gatherings, including venue sourcing and logistics.
- Experience with expense management systems like Expensify or Brex.
- Bonus points if you've worked at a scaling company and built travel systems from scratch.
Work Arrangement
Remote (Worldwide) — US, New Zealand, Europe
