L2 Projects is expanding our offering to high-profile clients within the contemporary art world and is looking for a travel specialist to join our team and support an established London-based client.

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You’ll work alongside a close-knit group of freelance collaborators and act as the point person for all global travel.

 

One day you might be coordinating itineraries with the office of a high-net-worth patron; the next, aligning schedules with biennial directors, museum administrators, or conference hosts to ensure travel plans support artistic and professional priorities and budgets.

 

Scope and deliverables

The specialism of this role is to build strong relationships with our clients and deliver a smoothly-executed global travel schedule using Outlook Calendar. The primary method of communication is via email and WhatsApp alongside semi-regular scheduled video-conferences.

 

• Receiving invitations for clients to contribute to exhibitions/ events/ festivals etc and coordinating acceptance/ declines

• Maintaining detailed, up-to-date working documents such as trip itineraries, annual travel planning spreadsheets, event guest lists, and ensuring time-sensitive communication of changes to relevant stakeholders

• Researching, booking and amending flights, trains, ferries, taxis and more, developing an understanding of the client’s travel preferences and targets to aid effective decision-making

• Researching and arranging hotel accommodation

• Obtaining visas and other entry clearances 

• Managing check-in processes and documentation for flights and trains

• Managing frequent flyer and hotel rewards programs

• Contingency planning

 

This role offers a varied and stimulating environment where your organisational skills, proactive thinking, and problem-solving abilities will be challenged and rewarded.

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What's needed to succeed?

It’s absolutely crucial that you have:

 

• An in-depth work history managing complex and frequently changing international travel arrangements 

• Complete comfort in building relationships and communicating primarily via email and WhatsApp

• Experience working within the arts, creative or cultural sectors, although we will consider applicants from adjacent high-touch fields such as events and live production, luxury brands, or public relations

• Strong experience working collaboratively across digital workspaces and shared documents, such as Office 365, Google Workspace, and Dropbox.

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You'll be curious, self-motivated, and a creative problem-solver, resilient and adaptable to last-minute changes, with both a granular eye for detail and an appreciation of the bigger picture.

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You're a confident communicator, completely in your element managing an ever-changing set of travel plans and priorities with tact and discretion.

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Hours and location

You will set your own hours to ensure successful delivery of the required travel arrangements. We estimate 25-40 hours per week depending on client requirements and your own ways of working. 

 

You’ll usually be working remotely for clients who are based in London.   

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