About the role
Calendar Coordinator to the CEO (Full-Time, Philippine-based, Hybrid (70% Work at Home, 30% Traveling)
1. Role Summary
1.1 The Calendar Coordinator to the CEO is responsible for coordinating and managing all domestic and international travel arrangements for the CEO, including flights, accommodations, ground transportation, and itinerary management.
1.2. The Calendar Coordinator o the CEO is a full-time professional dedicated to supporting a CEO during frequent domestic and international trips. This role involves accompanying the CEO to ensure all travel logistics, schedules, and personal needs are handled efficiently, allowing the executive to focus on business priorities. It demands flexibility with irregular hours and time zones, as well as the ability to travel on short notice for extended periods.
1.3. The ideal candidate demonstrates outstanding organizational skills, utmost discretion, and the physical stamina to keep up with a fast-paced executive itinerary
1.4. This full-time role is based in Cebu, Manila, Philippines. It operates within a remote-first, multinational organization – requiring effective coordination across multiple time zones and excellent communication in a globally distributed team.
1.5. The Calendar Coordinator will ensure seamless travel experiences for the CEO and may occasionally travel to any part of the world to provide on-site support during business trips.
2. Essential Duties and Responsibilities
2.1 CEO’s Calendar Coordinator Serves as the CEO’s companion throughout travel (business and leisure). The role can be physically demanding, as it involves walking and flexible work hours.
2.2. Comprehensive Travel Planning: Plan and coordinate all aspects of the CEO’s travel, including booking flights, hotels, and ground transportation, while creating detailed, day-by-day itineraries for each trip.
2.3. Travel Documentation: Prepare and organize all necessary travel documents such as tickets, itineraries, visas, and travel approvals, ensuring the CEO has everything needed for each trip. Also, can do travel documentation through Youtube, Photos etc.
2.4 Expense Management: Track and manage travel budgets and expenses; reconcile trip expenses and prepare expense reports in a timely manner for finance review.
2.5. Itinerary Monitoring and Issue Resolution: Monitor travel schedules and flight status, proactively handling any changes, delays, or cancellations by arranging alternative plans to minimize disruptions.
2.6. Policy Compliance: Ensure all travel arrangements comply with the company’s travel policies and budget guidelines. Maintain records of travel activities and support audit requirements as needed.
2.7. Stakeholder Communication: Liaise with airlines, hotels, travel agencies, and internal team members to confirm bookings, negotiate rates when possible, and communicate itinerary updates or changes. Provide prompt updates to the CEO and relevant staff about any adjustments.
3. Requirements and Qualifications
3.1 Location: Must be currently based in Cebu, Philippines, or willing to relocate.
3.2 Education & Experience: Bachelor’s degree in Business, Hospitality, Travel Management or a related field preferred. 1+ years of experience managing international executive travel preferred.
3.3. Flexibility and Physically-fit: Must be physically fit as there’ll be travelling involved. Flexible to physically walk/ do active activities with the CEO throughout the travel duration.
3.4. Long Travel Time: Willing to travel 3-5 times a year, 2-3 weeks duration per travel. Must have traveled inside or outside the Philippines. Understanding how airports work, travel works etc.
3.5 Travel Coordination Skills: Deep experience with booking tools, travel platforms, and managing complex itineraries.
3.6. Organizational Skills: Exceptional attention to detail and ability to manage multiple bookings and timelines.
3.7. Communication: Excellent English communication skills; must interact professionally with senior executives and international partners.
3.8. Technical Proficiency: Skilled with booking tools and Microsoft Office (Excel, Word, Outlook).
3.9. Flexibility: Willingness to work flexible hours and coordinate across time zones.
3.10. Travel Readiness: Must have a valid passport and be willing to travel internationally. Japan visa is a strong plus.
3.10 Professionalism: Must handle confidential information with discretion and uphold the CEO’s standards at all times.
4. Equal Opportunity Statement
4.1 We are an equal opportunity employer and value diversity at our company. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability status, protected veteran status, or any other characteristic protected by law.