Associate, Travel Logistics, Events

About the Role

The Travel Logistics Associate will serve as the systems, budget, and organization backbone for talent travel for Fanatics Fest, on behalf of the Talent Operations / Content team. This role owns the Airtable source of truth for travel, onboards and organizes contracted travel managers, tracks the travel budget, and works with vendors for efficient operations and timely payments. The associate will act as a liaison between the Talent Ops Manager, travel managers, and vendors, promptly flagging major changes. The goal is to maintain organized data for informed decisions and cross-company charging post-event.

Travel experience is helpful but not required. Hiring is focused on an organized systems project manager with a strong budget focus and attention to detail.

Key Responsibilities

Systems & Airtable Ownership

• Own and maintain the Airtable travel tracker as the single source of truth for travel managers, hotels, vendors, and logistics.
• Keep contracted travel managers organized and working from current, accurate information.
• Maintain a running list of outstanding information and blockers, and follow up persistently to close items out on time.

Travel Manager & Vendor Coordination

• Partner with the Finance Manager to onboard contracted travel managers ahead of the event.
• Support travel manager training and complete all system access and admin setup for travel managers.
• Serve as the onsite point person for contracted travel managers throughout the event.
• Act as the liaison between the Talent Ops Manager, travel managers, and vendors, communicating any major changes promptly.
• Work with vendors to ensure timely payments and identify efficiencies.
• Work with vendors and the Content team on final reconciliations, including budget and cross-company charging.

Hotel & Ground Logistics

• Coordinate with the On Location team on information for hotel blocks and maintain working knowledge of existing hotel inventory.
• Own end-to-end hotel logistics for staff, vendors, and talent, including rooming lists, tracking, stakeholder communications, and real-time updates.
• Track ground transportation and car logistics in partnership with travel managers and vendors.

Budget & Financial Administration

• Manage travel budget tracking and reconciliation, partnering closely with the Content team.
• Manage P-card activity and receipt submission on a timely, ongoing basis.

Cross-Functional Partnership with Content

• Join Content team booking calls to understand ownership and cost division of talent costs.
• Partner directly with the Content team under the leadership of the talent ops manager to align travel schedules with talent schedules.

This role does not book travel or work directly with travel agents. All escalations go to the Talent Ops Manager, content team, and relationship stakeholders. This role is the first line of defense for troubleshooting before escalations.

Requirements & Tech Stack

• Proficiency in Excel/Google Sheets.
• Experience with Airtable is preferred but not required.
• Experience with expense management tools is preferred but not required.
• Experience with Claude integrations is preferred but not required.

Qualifications

• Experience in project management, operations, production coordination, travel coordination, or a related role.
• Strong organizational skills with the ability to manage multiple travel managers, vendors, and deadlines simultaneously.
• Comfortable owning budget tracking, expense reconciliation, and P-card administration.
• Clear, proactive communicator able to partner cross-functionally and flag changes quickly.
• Calm and steady in a fast-moving event environment.
• Eager and willing to work in a fast paced, high stakes but fun environment.