Project Executive

About Based On A True Story

Based On A True Story crafts exceptional, tailor-made travel experiences worldwide. Every project is unique, ranging from adventurous journeys, family excursions, honeymoons, to theatrical travel events and exclusive celebrations. This company intersects ultra-luxury travel with storytelling and creative production, collaborating globally to realize ambitious and extraordinary ideas.

Role Overview

We seek a Project Executive who is organized, inquisitive, and proactive, thriving where creativity meets detail orientation. You will support Project Managers and senior staff by engaging in multiple projects simultaneously, assisting with everything from researching and proposal preparation to managing logistics and project documentation. This role offers comprehensive exposure to the entire project lifecycle and collaboration with an international partner network to deliver seamless client experiences. Anticipation and foresight are crucial, as you will monitor deadlines, identify information gaps, and help the broader team stay ahead. Growth opportunities include taking ownership of defined workstreams and advancing towards a Project Manager position.

Key Responsibilities

• Assist Project Managers in planning, coordinating, and delivering custom travel projects.
• Interpret client briefs from ultra-high-net-worth individuals into imaginative concepts and well-structured itineraries.
• Conduct in-depth research on destinations, experiences, suppliers, and creative options.
• Contribute to developing compelling pitch materials and proposals.
• Manage logistics, liaise with suppliers, and maintain project documentation across multiple projects.
• Monitor project budgets, support estimates, invoicing, expenditure tracking, and final reconciliations.
• Communicate with global partners to gather accurate information and ensure flawless execution.
• Forecast upcoming needs, identify potential issues, and raise concerns promptly.
• Keep project records, schedules, deadlines, and reports clear and current.
• Deliver polished, high-quality client support with discretion and professionalism.
• Provide assistance with ad-hoc tasks to senior management.
• Suggest and implement improvements in internal processes, efficiency, and delivery quality.

Indicators of Success

• Project data, schedules, and records remain accurate and up to date consistently.
• Deadlines and subsequent actions are anticipated, communicated effectively, and executed.
• Project Managers receive necessary information and coordination for successful delivery.
• Clients, partners, and internal teams experience prompt, polished, and reliable communication.
• You demonstrate increasing initiative, confidence, and accountability throughout project phases.
• You progressively acquire the skills and judgment to manage projects autonomously.

Qualifications and Experience

Applicants should have 1 to 2 years of relevant experience in luxury travel, project coordination, event management, production, or similar creative environments. A curious, detail-oriented disposition combined with the ability to maintain composure in high-pressure situations is essential.

Required Skills

• Exceptional organization and time management abilities.
• Clear and professional communication including strong written skills.
• Familiarity and confidence in handling schedules, logistics, and financial details, with appropriate support.
• A proactive, practical problem-solving mindset.
• Strong foresight to anticipate requirements, take initiative, and reliably complete tasks.
• Sound judgment and dependable work ethic.

Work Environment and Style

The role requires adaptability, collaboration, reliability, and comfort working remotely within a distributed team spanning various time zones.

Benefits and Perks

• Competitive salary with performance-related bonuses.
• Supportive and creative global team operating at the forefront of ultra-luxury travel.
• Professional travel opportunities including reconnaissance, familiarization trips, international events, and sales trips.
• Flexible working hours with core hours from 9 am to 4 pm; remaining two hours can be worked at any time.
• Early Friday finish at 4 pm based on a 38-hour workweek.
• 25 days of annual leave plus the option to purchase five additional days yearly.
• Familiarization trips every two years after one year of service.
• Your birthday off (or the next working day if it falls on a weekend).
• Access to professional and personal development through a dedicated Curiosity Courses fund.
• Healthcare and dental plan access.
• One-month unpaid sabbatical after completing five years with the company.
• One paid day per year allocated for volunteering.