Travel and Advance Manager

Position Summary:

Are you a mission-driven professional with experience supporting the travel and advance of executive principals? If so, Democracy Forward Foundation (“Democracy Forward”) is looking for a Travel and Advance Manager to join our team.

We are seeking a highly organized and collaborative Travel and Advance Manager that will play a pivotal role in the planning and execution of the President and CEO’s travel and public engagements. This position will be responsible for ensuring that the Principal’s travels and events run smoothly, efficiently, and align with organizational objectives. The position will occasionally support the planning and execution of travel needs for senior executives. The role is central to ensuring that public events and advance operations are consistent across all types of engagements and that staff and stakeholders are well prepared to execute successful events.

This position is full-time. Democracy Forward’s office is located in Washington, DC. Candidates based in the DC area and remote within the United States will be considered, with travel being expected up to 80% of the time.

The Travel and Advance Manager will report to the Director of Executive Scheduling and work closely with the Executive Office and external partners.

Key Responsibilities:

Below are the key areas of responsibility for this role. The specifics of each responsibility may vary based on the needs of the organization and department.

Travel Planning

• Working closely with Executive Office (EO) team members, coordinating on all aspects of the Principal’s domestic and international travel, including flights, hotels, and ground transportation, ensuring compliance with organizational travel policies. This may also include some travel planning for other senior executives within the EO.
• Collaborate with the Director of Scheduling to develop detailed trip itineraries for all of the Principal’s travel.
• Proactively address travel disruptions and operational challenges to minimize impact on the Principal's schedule and objectives. This may also include addressing disruptions to senior executives’ travel as necessary.
• Assist the Director of Executive Scheduling with planning for security needs for the Principal’s travel and events.
• Provide regular updates on the Principal’s upcoming travel to internal teams to support stakeholder outreach and identification of strategic engagement opportunities involving existing and prospective donors, partners, and organizational allies.
• Maintain comprehensive travel records, expense documentation, and engagement details to support the preparation of executive trip reports.

Event Coordination and Advance

• Conduct pre-event planning calls and gather logistical information from event organizers to support the preparation of timely and relevant briefing materials for the Principal.
• Work with EO team members to determine supply needs, identify opportunities for Democracy Forward branded materials, and coordinate the sharing and collection of materials at events.
• Liaise with event organizers, external hosts, and others to ensure the Principal’s engagements align with the Organization’s strategic objectives.
• Conduct site visits with event organizers and security to confirm all logistics, operational needs, and production elements and provide pertinent updates to relevant team members and the Principal as needed.
• As directed by EO team members, travel with or arrive in advance of the Principal to ensure seamless arrival and execution of meetings, events, and other engagements.

Executive Support

• Travel with or in advance of the Principal on trips, providing real-time scheduling coordination, communications support, logistical management, and other assistance to ensure successful execution of all engagements.
• Coordinate closely with EO team members to manage schedule adjustments, transition between meetings/events/transportation, and ensure the Principal’s schedule stays consistent throughout the day.
• Provide timely updates to the Principal and EO team members regarding itinerary changes, delays, or emerging issues.
• Travel with and manage key materials including briefing documents, speaking notes, supplies, technology, and other necessary items.
• While traveling, identify and mitigate unexpected issues swiftly and effectively.
• Coordinate with security personnel and relevant stakeholders to facilitate efficient and seamless movement between engagements.
• Assist the Principal and any other traveling staff with sharing and collecting contact information while traveling, making note of follow-ups and action items, and supporting relationship management efforts.

Communication & Briefing Support

• Provide real-time updates to both the Principal and EO team members on any itinerary changes and proactively address delays.
• Maintain direct communication with the Principal and senior staff to provide real-time updates on event details and status.
• Ensure the Principal has all necessary materials, including schedules, talking points, and background notes.
• Manage on-the-go communications, including handling calls, emails, and in-person briefings.

Additional Responsibilities

• Identify and mitigate unexpected issues swiftly and effectively.
• Create checklists for event and trip advance and follow-up so that others can support when additional staff is needed.

Qualifications:

We recognize that strong candidates may not meet 100% of the qualifications listed. If you believe you can contribute meaningfully to our team, we encourage you to apply.

• 5+ years of experience in advance operations, principal management, or event production.
• Experience supporting high-level operations for government or executive principals.
• Ability to problem solve - dealing with issues like last-minute schedule changes or technical difficulties with composure and decisiveness.
• Good judgment and discretion when handling sensitive information.
• Strong project management skills with the ability to monitor multiple moving pieces while remaining flexible to new needs that arise.
• Understanding of security protocols and maintaining discretion for high profile events.
• Well-developed collaborative and interpersonal skills including demonstrated self-awareness, commitment to diversity and inclusivity, and ability to work with colleagues and stakeholders across diverse cultures and backgrounds.
• Possession of a valid driver’s license and an active passport.

Work Environment & Physical Demands:

• This role will require travel up to 80% of the time, including on very short notice.
• This role can expect irregular travel hours such as nights and weekends.
• This role may involve sitting or standing for extended periods and working on a computer. Reasonable accommodations will be provided as needed.
• This role may involve lifting and moving materials up to 50 pounds (Reasonable accommodations will be provided as needed.

The salary range for this position is $100,000 - $125,000 plus excellent benefits. Compensation is commensurate with experience.

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