Travel Logistics Associate

The Role

The Travel Logistics Associate is the systems, budget, and organization backbone of travel for talent attending Fanatics Fest, on behalf of the Talent Operations / Content team. Working directly for the Talent Ops Manager, this role owns the Airtable source of truth for travel, onboards and organizes the contracted travel managers, tracks the travel budget, and works with vendors to make sure they are paid and operating efficiently. The associate is the liaison between the Talent Ops Manager, travel managers, and vendors, flagging major changes promptly. They keep the data organized so the team can back up its decisions and support cross-company charging post-event.

Travel experience is helpful but not required. We are hiring first for an organized systems project manager with a strong budget focus and attention to detail.

What You'll Do

Systems & Airtable Ownership

• Own and maintain the Airtable travel tracker as the single source of truth for travel managers, hotels, vendors, and logistics
• Keep all contracted travel managers organized and working from current, accurate information which is changing rapidly
• Maintain an organized running list of outstanding information and blockers and follow up persistently with all parties to close items out on time

Travel Manager & Vendor Coordination

• Partner with the Finance Manager to onboard all contracted travel managers ahead of the event
• Support travel manager training with the Talent Ops Manager and complete all system access and admin setup for travel managers ahead of the event
• Serve as the onsite point person for contracted travel managers throughout the event
• Act as the liaison between the Talent Ops Manager, travel managers, and vendors, communicating any major changes promptly
• Work with vendors to ensure they are paid on time and to identify efficiencies, such as hotel check-in vacancies and repurposing any open rooms
• Work with vendors and the Content team on final reconciliations, including budget and cross-company charging

Hotel & Ground Logistics

• Coordinate with On Location team on information for hotel blocks and maintain working knowledge of existing hotel inventory to keep content and talent ops team up to date and ensuring proper allocations
• Own end-to-end hotel logistics for staff, vendors, and talent, including rooming lists, tracking, stakeholder communications, and real-time updates as plans change
• Track ground transportation and car logistics, both pre-event and onsite, in partnership with the travel managers and vendors and reporting up to Talent Ops mgr

Budget & Financial Administration

• Manage travel budget tracking and reconciliation, partnering closely with the Content team
• Manage P-card activity and receipt submission on a timely, ongoing basis

Cross-Functional Partnership with Content

• Join Content team booking calls to understand ownership and cost division of talent costs
• Partner directly with the Content team under leadership of the talent ops mgr to align travel schedules with talent schedules and daily changes

Scope & Escalations

This role does not book travel and does not work directly with travel agents. The contracted travel managers handle bookings and agent communications. Any escalations go to the Talent Ops Manager, content team and relationship stakeholders. This travel logistics coordinator is the first line of defense to trouble shoot before escalations go up the chain.

What We're Looking For

• Experience in project management, operations, production coordination, travel coordination, or a related role; prior travel experience is a plus but not required
• Airtable skills preferred but not required, eagerness to learn and proficient in excel, tracking and project management are key
• Strong organizational skills with the ability to manage multiple travel managers, vendors, and deadlines simultaneously
• Comfortable owning budget tracking, expense reconciliation, and P-card administration
• Clear, proactive communicator able to partner cross-functionally with Content, vendors, and travel managers, and to flag changes quickly
• Calm and steady in a fast-moving event environment
• Proficiency with Airtable, Claude integrations, Excel/Google Sheets, and expense management tools preferred but not required
• Eager and willing to work in a fast paced, high stakes but fun environment!

Reporting & Onboarding

This role reports to and works under the guidance of the Talent Ops Manager. In the lead-up to the program, the Talent Ops Manager will support onboarding and training and help liaise with the Content team and other stakeholders until this person is fully up to speed on process and able to operate slightly more independently.

Salary Range 70000 - 80000 USD