Executive Travel Coordinator

Hagerty (U.S.)

Hagerty (U.S.)

Traverse City, MI, USA
Posted on Thursday, August 24, 2023

As an Executive Travel Coordinator, you will provide administrative and travel management support to the Chief Executive Officer, Board of Directors and Executive Team.

Ready to get in the driver’s seat? Join us!

What you’ll do

Travel Management

  • Coordinate all travel, meetings, and special events for the CEO, board of directors and executive team.
  • Make complex national and international travel reservations and arrangements
  • Manage any changes to travel and accommodation arrangements in real time and update executive and team accordingly
  • Research and compare available travel and hotel accommodations to identify the best available option for each travel need
  • Prepare travel itineraries and distribute travel arrangements and schedules to executive and support staff
  • Record detailed travel information in Outlook calendar appointments for ease of access and understanding
  • Open and welcome guests at the hanger for all private business travel
  • Advise CEO of and assist with any need for specialized travel documents such as visas, passports, or other travel documents
  • Monitor and facilitate the use of frequent flyer programs, and other applicable rewards and loyalty programs
  • Process reimbursements and payments for travel expenses
  • Maintain detailed travel information in a spreadsheet and reconcile back to expenses
  • Maintain electronic document databases of travel documents, rewards numbers, etc.
  • Remain available and responsive to manage urgent requests and monitor travel on a daily basis

Office and Administrative Management

  • Perform a wide range of operational and executive support duties for the Executive and Support team.
  • Organize and support daily meetings, providing administrative, planning, and logistical support, including running errands as needed
  • Organize and support off-site meetings and provide administrative and logistical support at the event/meeting as needed
  • Assist with maintaining contacts, distribution lists and filing system
  • Ensure that all information and data are maintained in a confidential manner
  • Assist with ongoing support of administrative projects as needed

This might describe you

  • Bachelor’s degree in business or related field or significant experience in a similar role
  • Proficient in MS Office products as well as Internet and database applications
  • Demonstrated abilities in organization, planning, multi-tasking, flexibility
  • Excellent communication skills, both written and verbal
  • Ability to successfully navigate within varying degrees of ambiguity in a fast-paced environment
  • Possess unquestionable professional ethics, confidentiality, and judgement

Other things to note

  • This position is located in our Traverse City office.
  • Familiarity with public company requirements, including Sarbanes Oxley and key regulations, if applicable. For SOX compliant roles, responsible for designing, executing, and documenting internal controls where they have been identified as owners to prevent errors in financial reporting, processes, and business operations. Including attestation to the completeness, accuracy, and compliance of all financial reporting data, where applicable.

Say hello to Hagerty

Hagerty is an automotive enthusiast brand and the world’s largest membership organization for car lovers. Along with being a best-in-class provider of specialty insurance for enthusiasts, Hagerty is also home to DriveShare®, the Hagerty Drivers Foundation, Garage + Social, Hagerty Drivers Club, MotorsportReg and so much more. Committed to saving driving for future generations, each and every thing Hagerty does is dedicated to the love of the automobile.

Hagerty is a rapidly growing company that values a winning culture. We provide meaningful work for, and invest in, every single team member.

At Hagerty, we share the road. We are an inclusive automotive community where all are welcomed, valued and belong regardless of race, gender, age or car preference. We are united by our shared passion for driving, our commitment to preserve car culture for future generations and our desire to make a positive impact in the world.

Learn more about our comprehensive benefits and the perks that set us apart.



US Benefits Overview

Canada Benefits Overview

UK Benefits Overview

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!