Executive Travel Coordinator

About Nebius: Nebius is leading a new era in cloud infrastructure for the global AI economy. We are building a full-stack AI cloud platform that supports developers and enterprises from data and model training through to production deployment, without the cost and complexity of building large in-house AI/ML infrastructure. Built by engineers, for engineers. From large-scale GPU orchestration to inference optimization, we own the hard problems across compute, storage, networking and applied AI. Listed on Nasdaq (NBIS) and headquartered in Amsterdam, we have a global footprint with R&D hubs across Europe, the UK, North America and Israel. Our team of 1,500+ includes hundreds of engineers with deep expertise across hardware, software and AI R&D. The Role The Travel Coordinator manages and coordinates all travel activity for the CEO’s Office. The role requires exceptional planning, organizational, and stakeholder management skills to ensure seamless execution of complex domestic and international travel — including General Aviation — while supporting business priorities and maintaining the highest standard of service and discretion. Your responsibilities will include: • Own end-to-end coordination of domestic and international travel: flights, ground transfers, hotels, transportation, visas, and travel documentation. • Liaise directly with FBOs, aviation management/charter providers, and flight crews to coordinate General Aviation logistics, permits, and ground handling. • Build and maintain detailed, accurate travel itineraries, including contingency plans for high-risk routings. • Handle travel changes, disruptions, and last-minute requests in real time. • Proactively track passport, visa, and travel-document validity, and initiate renewals ahead of expiry. • Maintain a traveler preference profile (seating, dietary, hotel brands, loyalty programs) to personalize every trip. • Coordinate with Executive Assistants, Security, Operations, and external travel vendors. • Support travel logistics for conferences, meetings, and company events. • Ensure compliance with company travel policies and approval processes. • Reconcile travel expenses, process invoices, and support budget tracking and vendor rate negotiation. • Act as the duty-of-care point of contact: track travelers in real time and coordinate with Security on emergency support during disruptions or crises. • Maintain strict confidentiality over itineraries, whereabouts, and travel patterns. • Identify and brief a qualified backup to ensure continuous coverage during the coordinator's own absence. • Provide ongoing support before, during, and after each trip. • Be regularly reachable outside standard business hours — including evenings and weekends — to respond to urgent or last-minute travel needs. We expect you to have: • 3–5 years of experience coordinating complex executive, VIP, or UHNW/family-office travel, with meticulous attention to detail. • Proven ability to work under pressure in a fast-paced, frequently changing environment. • Strong organizational and planning skills. • Excellent communication and stakeholder management skills. • Professional-level English proficiency, written and verbal. • High attention to detail and discretion with confidential information. • Working knowledge of international customs, immigration, and General Aviation regulatory requirements (permits, landing slots). • Proficiency with Microsoft Office and travel booking/expense platforms (e.g., Concur, Egencia, or similar). It will be an added bonus if you have: • Experience coordinating General Aviation / private aviation travel. • Experience supporting UHNW individuals, family offices, or C-suite executives. • Proficiency in additional languages. • Global Tra