Travel Coordinator

For over 20 years, Smartsheet has empowered teams to manage work seamlessly and scale solutions smarter. Now, in our most ambitious chapter yet, we are uniting human teams with AI agents. By orchestrating the work agents do best, automating manual tasks and uncovering insights at scale, we create the space for people to focus on what truly matters: judgment, creativity, and big thinking. That is magic at work, and it’s what we show up for every day. About the Role  WE ARE SEEKING A GLOBAL TRAVEL SPECIALIST TO MANAGE AND SUPPORT DAY-TO-DAY BUSINESS TRAVEL OPERATIONS ACROSS INDIA AND SELECTED APAC MARKETS. IN THIS ROLE, YOU WILL BE RESPONSIBLE FOR HANDLING HIGH-VOLUME, ROUTINE TRAVEL REQUESTS WHILE ENSURING A SEAMLESS, COMPLIANT, AND HASSLE-FREE TRAVEL EXPERIENCE FOR OUR EMPLOYEES. The position focuses on end-to-end travel coordination, ticketing support, shared inbox management, and first-level traveler assistance. This role aligns functionally to the Global Travel Team and will collaborate closely with the Sr. Global Travel Specialist. This position reports into the Senior Director of Accounting.   You Will: * END-TO-END BOOKING: COORDINATE AND MANAGE END-TO-END BUSINESS TRAVEL BOOKINGS (FLIGHTS, HOTELS, AND GROUND TRANSPORTATION) IN ALIGNMENT WITH COMPANY TRAVEL POLICIES. Queue & Request Management: Monitor and manage shared travel team inquiries, including the travel support email helpdesk and Slack channels, ensuring adherence to internal SLAs.Traveler Support & Escalations: Provide first-level support to employees for routine travel changes, cancellations, rebookings, and date modifications. Act as the primary point of contact for on-trip emergencies.Visa Assistance Related to India Travel: Assist employees with corporate visa applications, invitation letters, and documentation requirements..TMC Coordination: Partner with our external Travel Management Company (TMC) and vendors to ensure smooth ticketing, seat allocation, and meal preferences.Expense & Meal Vendor Management: Process and support daily travel-related expenses through Coupa. Manage corporate meal vouchers and programs in line with company policy. * Perform other related duties as assigned.   You Have: * 2–5 years of experience in corporate travel management, a corporate helpdesk, or a Travel Management Company (TMC)  * Regional Expertise: Proven experience supporting the India domestic travel market and broader APAC geographies. * Technical Skills: Exposure to corporate travel and expense tools (e.g., Egencia, Coupa). Familiarity with GDS platforms (Amadeus, Sabre) is a strong plus. * Operational Skills: Experience managing shared inboxes, ticketing systems, or chat-based support queues (Slack). * Shift Flexibility: Ability to work in flexible shifts to ensure adequate coverage for APAC time zones when required. * Communication: Exceptional written and verbal communication skills in English, with a strong employee-first, customer-service mindset.   Get to Know Us: At Smartsheet, your ideas are heard, your potential is supported, and your contributions have real impact. You’ll have the freedom to explore, push boundaries, and grow beyond your role. We welcome diverse perspectives and nontraditional paths—because we know that impact comes from individuals who care deeply and challenge thoughtfully. When you’re doing work that stretches you, excites you, and connects you to something bigger, that’s magic at work. Let’s build what’s next, together. Equal Opportunity Employer: Smartsheet is an Equal Opportunity (EEO) employer committed to fostering an inclusive environment with the best employees. It is our policy to provide equal employment opportunities to all qualified applicants in accordance with applicable laws in the US, UK, Australia, Germany, Costa Rica, Japan, Bulgaria, India, and Singapore. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.  If there are preparations we can make to help ensure you have a comfortable and positive interview experience, please let us know.   #LI-Remote

PRIVATE TRAVEL COORDINATOR – LISBON Location: Lisbon / Cascais / Oeiras area, Portugal Role type: Full-time Working style: Highly in-person, flexible, with regular travel JOB SUMMARY We are looking for an exceptional Private Travel Coordinator to support a busy entrepreneur and family across personal logistics, travel, calendar, inbox, household coordination and daily life operations. This is not a traditional office-based assistant role. It is a high-trust, highly practical, in-person role for someone who enjoys creating order around a fast-moving principal and family life. The core mission is simple: Remove decisions, admin, logistics, friction and unnecessary communication so the principal can focus on business, family, health and high-value work. The ideal person is proactive, discreet, service-minded, highly organised and comfortable doing everything from calendar and inbox management to travel logistics, errands, restaurant bookings, food coordination, Portuguese admin, packing support during travel, and working with household staff and external providers. KEY RESPONSIBILITIES 1. Daily life and personal operations You will help run the principal’s personal operating system. Responsibilities include: - Managing daily logistics and priorities - Removing unnecessary decisions from the principal’s day - Handling errands, bookings, reservations, purchases and returns - Coordinating appointments, suppliers, deliveries and services - Making sure practical issues are solved before they become problems - Creating systems, checklists and routines that make life smoother - Sitting down with the principal once per day to go through priorities, decisions and open loops The role requires someone who can think ahead, act independently and learn preferences quickly. 2. Calendar and communication management You will help protect and manage the principal’s time and attention. Responsibilities include: - Managing and protecting the calendar - Scheduling meetings, calls and personal appointments - Filtering emails and escalating only what truly needs attention - Drafting replies and, over time, replying on behalf of the principal where appropriate - Managing selected communication channels once trust is established - Reducing noise, unnecessary communication and low-value decisions - Following up with people so nothing falls through the cracks The goal is not just to organise communication, but to reduce the amount of communication the principal personally needs to deal with. 3. Travel management Travel is a major part of the role. The assistant should be comfortable travelling with or ahead of the principal when needed. Responsibilities include: - Booking flights, hotels, transport and restaurants - Creating itineraries and travel plans - Coordinating luggage, packing lists and practical travel preparation - Travelling ahead or alongside the principal to ensure everything is ready - Checking hotel arrangements, rooms, transport, food, gym access and local logistics - Solving issues before arrival - Making sure travel feels seamless and low-friction The person should be comfortable with a flexible travel schedule and practical arrangements. Travel will normally be handled in a sensible, cost-conscious way. 4. Household and lifestyle coordination The family has household support, including a maid, so this is not a cleaning or housekeeping role. However, the assistant will help coordinate the system around the household. Responsibilities include: - Coordinating with the maid and other household providers - Making sure the home is prepared and functioning smoothly - Managing repairs, suppliers, maintenance and deliveries - Coordinating laundry, dry cleaning, car-related tasks and other practical matters - Making sure groceries and key household items are stocked - Coordinating food, meals, restaurant bookings and delivery - Helping practically with food on occasion if needed - Supporting family logistics where relevant The right person should be comfortable both with high-level coordination and practical hands-on help. 5. Food, health and personal preferences The assistant should learn the principal’s preferences and routines, including food, health, training and travel preferences. Responsibilities include: - Coordinating groceries and meals - Understanding dietary preferences - Booking restaurants that fit preferences - Coordinating with the maid on food preparation - Managing health-related appointments such as doctors, dentists, physio, etc. - Helping maintain routines during travel This is not a chef role, but the person must be practical and willing to help solve food-related needs when necessary. 6. Portuguese admin and local support Because the role is based in Portugal, strong local knowledge is important. Responsibilities include: - Handling Portuguese bureaucracy and appointments - Speaking with local suppliers, service providers and authorities - Booking and managing local services - Helping with forms, appointments, car-related admin, doctors, schools and other local logistics - Translating or clarifying Portuguese communication where needed The person must be fluent in Portuguese and have strong English. ABOUT YOU We are looking for someone who is: - Highly organised and detail-oriented - Discreet and trustworthy - Calm under pressure - Proactive and able to anticipate needs - Practical and not status-sensitive - Warm, but professional - Comfortable around a family environment - Comfortable with children, while not being hired as a nanny - Able to push back respectfully to protect time and priorities - Comfortable with both luxury environments and everyday errands - Strong at solving problems independently - Flexible with travel and changing schedules - Excellent in Portuguese and strong in English - Based near Lisbon, Cascais or Oeiras - Legally able to work in Portugal The ideal background could include experience as a: - Private PA - Executive Assistant - Lifestyle Manager - Family office assistant - Luxury hospitality / concierge - High-end household manager - Travel coordinator A pure corporate EA may be too removed from the practical side of the role. A pure housekeeper may not have the inbox, calendar and communication skills required. The ideal candidate sits between the two: polished, trusted and administratively strong, but also practical, hands-on and service-minded. WHAT SUCCESS LOOKS LIKE After three months, success would mean: - The principal spends much less time on admin, logistics and small decisions - Travel is smooth and requires very little input from the principal - The calendar is protected and well managed - Emails and messages are filtered effectively - Household and personal logistics are running smoothly - Food, appointments, errands and local admin are handled proactively - The assistant understands preferences and can make good decisions independently - The principal feels that life has become calmer, simpler and more focused ACCESS AND TRUST This is a high-trust role. The successful candidate will gradually receive access to sensitive information and systems as trust builds. This may include: - Calendar - Email - Travel accounts - Selected communication channels - Household and supplier information - Expense tools or an assistant card with limits Access will be introduced gradually. Confidentiality and discretion are essential. A confidentiality agreement will be required. WORKING STYLE This role requires high flexibility. It is not a standard 9–5 office role. The assistant should be comfortable with: - Regular in-person work - Being physically close to the principal when needed - Occasional evening or weekend flexibility - Travel - Fast-changing priorities - Handling both important and small practical tasks - A daily check-in with the principal to review priorities and decisions The role should be intense but sustainable. Clear communication, trust, good judgment and reliability are more important than being constantly busy. COMPENSATION Compensation will be competitive and based on experience, capability and fit. The right person will have the opportunity to build a long-term, trusted role with significant responsibility and variety. REQUIREMENTS Essential: - Fluent Portuguese - Strong English - Based near Lisbon / Cascais / Oeiras - Able to work in person - Able and willing to travel - Strong organisational skills - Excellent discretion and confidentiality - Comfortable with both executive-level tasks and practical lifestyle tasks - Strong problem-solving ability - Valid driving licence preferred Preferred: - Experience as a private PA, EA, lifestyle manager, family office assistant or luxury concierge - Experience supporting entrepreneurs, founders, executives or high-net-worth families - Experience with travel planning and household coordination - Experience managing inboxes, calendars and suppliers - Strong local knowledge of Portugal SUMMARY This is a rare role for someone who enjoys being deeply useful, highly trusted and close to the action. The right candidate will become the person who makes daily life run smoothly: managing the calendar, inbox, travel, household coordination, errands, food, local admin and personal logistics — while removing decisions and friction wherever possible. The ideal candidate is polished enough to manage sensitive communication and high-level logistics, but practical enough to pick up food, pack luggage during travel, coordinate repairs, solve small problems and make life easier every day. #LI-ONSITE