Travel & Executive Assistant

**About us**: All TIME is a fast-growing, entrepreneurial family office and lifestyle management company dedicated to elite athletes. With offices in Monaco and Dubai, we provide holistic support including administrative support, concierge services and business advisory. Our mission is to help top athletes thrive both on and off the field through strategic services, high-value brand partnerships, and long-term planning. Discretion, excellence, and flexibility are at the heart of everything we do. **The Role**: We are looking for an autonomous and versatile Travel & Executive Assistant to support world-class athletes in managing their schedules and travel. You will be responsible for planning, booking, and coordinating the calendars and travel arrangements of two athletes and their staff. This includes liaising directly with the athletes, their agent, and the team. The position requires a highly organized professional with proven experience in complex international travel management, strong time-management skills, and a genuine interest in Formula 1. - **Main Responsibilities**:_ **DIARY & LIFE MANAGEMENT** - Produce and manage a shared digital calendar (Microsoft SharePoint/Excel). Input and regularly update: - Professional and personal commitments. - Travel schedules. - Log of UK tax days (overnight stays). - Log of contractual PR days (used by F1 team). - Sync and replicate calendar entries with the driver’s Microsoft Outlook (phone/iPad). **TRAVEL & LOGISTICS** - Build schedules: using the 2025 test/race calendar and simulator/marketing days, identify and prepare the most efficient travel itineraries for next season. - Flights: liaise with the F1 team’s travel account manager and/or private aviation brokers to manage and book flights; handle booking confirmations, check-in, and boarding passes. - Hotels: coordinate with the F1 team travel office to confirm hotel bookings for the driver and physio; retrieve and check confirmations. - Ground transport: arrange hire cars and airport transfers (incl. driver details, pickup/drop-off). - Passports & visas: monitor the driver’s passport(s), expiry dates, visa requirements; liaise with F1 team travel office to ensure compliance. - F1 team travel itineraries: check and cross-reference for errors. - Expenses: keep a log of all driver-related expenses to be reinvoiced to the F1 team. - Ad-hoc: book flights, hotels, and transfers for driver’s support team (manager, social media manager, partner). **PASS & GUEST MANAGEMENT** - Collect and organize season-long pass requests for sponsors, family, and guests. - Liaise with F1 teaM/F1 accreditation for pass requirements and guest details. - Manage guest information (headshots, contact details, dietary needs, travel info); coordinate pass handover and communicate paddock guidelines. - Identify hospitality options with F1 team and F1 Paddock Club; manage costs and booking deadlines. **F1 TEAM RELATIONSHIP** - In coordination with the physio, identify and book restaurants for team dinners at selected races. - Source and manage Christmas gifts for sponsors and F1 team staff (>1,000 people) within a set budget. **MISCELLANEOUS** - Track serial numbers and location of racing helmets throughout the season; coordinate with designers, painters, and suppliers on lead times. - Maintain a centralized a database with key contacts in the driver and manager’s network. **Profile**: - **Minimum 3 years** of proven experience in managing complex international travel and logistics. - **Mandatory**previous experience in motorsport logistics or elite sports management (preferably Formula 1). - Flexible and available to work across multiple time zones with changing schedules. - Fluent in English and French, both written and spoken. - Strong digital skills, including WhatsApp groups, cloud-based tools, shared folders, and travel platforms. - Budget management expertise, with a focus on cost efficiency and attention to detail. - Comfortable operating in high-pressure, fast-paced environments. - Highly proactive, autonomous, and organized, with the ability to anticipate needs. - **Based in Monaco or the South of France**. **Conditions**: - Start date: ASAP. - Compensation: depending on profile and experience. **Why join us?** Joining our team means working in a dynamic, international, and prestigious environment, directly supporting world-class athletes. You will play a key role in ensuring the smooth running of their daily lives and careers, providing impeccable organization, personalized support, and proactive management of all logístical and personal requirements. If you’re ready to take ownership of complex global travel, master diary management, and support high-profile athletes with precision, we’d love to hear from you. Type d'emploi : Temps plein Rémunération : à partir de 3 000,00€ par mois Formation: - Bac +2 (BTS, DUT, DEUG) (Optionnel) Expérience: - motorsport logistics (preferably Formula 1): 3 ans (Requis) L