Executive Travel Manager

Aquarian Holdings ("Aquarian") is a diversified global holding company with a strategic portfolio of insurance and asset management solutions.

We are seeking a talented individual to serve as a Travel Manager to the Managing Partner and his departments, supporting the continued growth and evolution of this dynamic team. This position will provide comprehensive travel support for the Managing Partner, coordinating with the Managing Partner’s teams, family, and external parties to ensure seamless and efficient experiences. This role requires exceptional attention to detail, discretion, and the ability to manage complex, high-touch itineraries across domestic and international destinations. The Travel Manager serves as a trusted partner to the Managing Partner, anticipating needs, mitigating risk, and delivering best-in-class service. This position is onsite 5 days a week at our New York City office.

• Plan and manage all domestic and international travel arrangements for the Managing Partner and any members of the team via private aviation, including ground transportation, accommodations, visas, and special requests

• Create detailed, end-to-end itineraries tailored to personal preferences, schedules, and security considerations in collaboration with the Personal Assistant

• Willing and able to travel domestically and internationally as needed to support the Managing Partner and oversee travel execution on the road

• Proactively assess travel risks, including geopolitical, health, and weather considerations

• Coordinate multi-leg, international, and last-minute travel with precision and flexibility, arranging security and medical resources as needed

• Ensure all travel documentation (passports, visas, vaccinations) are current and compliant

• Build and maintain strong relationships with airlines, private aviation providers, hotels, travel agencies, security teams, and on-the-ground service partners

• Negotiate preferred rates, amenities, and upgrades when possible

• Monitor vendor performance and ensure consistently high service standards

• Work closely with flight crews to coordinate schedules, itineraries, and operational requirements

• Track and review flight-related expenses, ensuring accuracy and alignment with budgets

• Serve as a liaison between Managing Partner, flight crews, and aviation vendors to ensure seamless communication and execution

• Manage RSVPs and guest communications for internal events (e.g., company holiday party)

• Oversee execution of the Managing Partner’s vision for all events, coordinating with internal and external parties as needed

• Conduct post-event reviews

• Track travel budgets and expenses, ensuring accuracy and transparency

• Reconcile invoices and work closely with accounting and finance teams

• Identify opportunities for cost efficiency without compromising quality or experience

• Serve as a primary point of contact during travel, including after-hours and emergency support with timely responsiveness

• Resolve disruptions (flight delays, cancellations, changes) swiftly and discreetly

• Adapt plans in real time while maintaining a calm, solutions-oriented approach

• Perform other related duties as assigned

• Handle all personal and travel-related information with the highest level of confidentiality

• Exercise sound judgment and professionalism in all interactions

• 5+ years of experience in luxury travel management, executive travel, private aviation, hospitality, or a private family office

• Proven experience managing complex, high-end travel itineraries and vendors

• Deep knowledge of domestic and international travel logistics

• Experience working with flight crews, private aviation teams, and understanding aviation-related scheduling and expenses

• Ability to work flexible hours, including evenings, weekends, and on-call support as needed

• High level of discretion, integrity, professionalism, and exceptional attention to detail, with an emphasis on accuracy and completeness of task

• Proactive, anticipatory, solutions-focused, and capable of working independently with minimal direction

• Calm under pressure and highly adaptable through constant deadlines and shifting priorities

• Service-oriented with a “no job too big or too small” mindset

• Exceptional organizational, communication, negotiation, and problem-solving skills

• Trustworthy and relationship-driven

Aquarian is an equal opportunity employer. Aquarian is committed to creating and maintaining a workplace in which all employees have an opportunity to participate and contribute to the success of the business and are valued for their skills, experience and unique perspectives. Aquarian does not discriminate on the basis of race, color, creed, religion, sex, national origin, veteran status, mental or physical handicap or disability, age, citizenship status, alienage, ancestry, marital status, sexual orientation, gender identity or expression or any other criteria prohibited under applicable federal, state or local law. Aquarian makes reasonable accommodations for applicants and employees with disabilities in accordance with applicable law.