Travel and Advance Manager

Position Summary:

Are you a mission-driven professional with experience supporting the travel and advance of executive principals? If so, Democracy Forward Foundation (“Democracy Forward”) is looking for a Travel and Advance Manager to join our team.

We are seeking a highly organized and collaborative Travel and Advance Manager that will play a pivotal role in the planning and execution of the President and CEO’s travel and public engagements. This position will be responsible for ensuring that the Principal’s travels and events run smoothly, efficiently, and align with organizational objectives. The position will occasionally support the planning and execution of travel needs for senior executives. The role is central to ensuring that public events and advance operations are consistent across all types of engagements and that staff and stakeholders are well prepared to execute successful events.

This position is full-time. Democracy Forward’s office is located in Washington, DC. Candidates based in the DC area and remote within the United States will be considered, with travel being expected up to 80% of the time.

The Travel and Advance Manager will report to the Director of Executive Scheduling and work closely with the Executive Office and external partners.

Key Responsibilities:

Below are the key areas of responsibility for this role. The specifics of each responsibility may vary based on the needs of the organization and department.

Travel Planning

• Working closely with Executive Office (EO) team members, coordinating on all aspects of the Principal’s domestic and international travel, including flights, hotels, and ground transportation, ensuring compliance with organizational travel policies. This may also include some travel planning for other senior executives within the EO.
• Collaborate with the Director of Scheduling to develop detailed trip itineraries for all of the Principal’s travel.
• Proactively address travel disruptions and operational challenges to minimize impact on the Principal's schedule and objectives. This may also include addressing disruptions to senior executives’ travel as necessary.
• Assist the Director of Executive Scheduling with planning for security needs for the Principal’s travel and events.
• Provide regular updates on the Principal’s upcoming travel to internal teams to support stakeholder outreach and identification of strategic engagement opportunities involving existing and prospective donors, partners, and organizational allies.
• Maintain comprehensive travel records, expense documentation, and engagement details to support the preparation of executive trip reports.

Event Coordination and Advance

• Conduct pre-event planning calls and gather logistical information from event organizers to support the preparation of timely and relevant briefing materials for the Principal.
• Work with EO team members to determine supply needs, identify opportunities for Democracy Forward branded materials, and coordinate the sharing and collection of materials at events.
• Liaise with event organizers, external hosts, and others to ensure the Principal’s engagements align with the Organization’s strategic objectives.
• Conduct site visits with event organizers and security to confirm all logistics, operational needs, and production elements and provide pertinent updates to relevant team members and the Principal as needed.
• As directed by EO team members, travel with or arrive in advance of the Principal to ensure seamless arrival and execution of meetings, events, and other engagements.

Executive Support

• Travel with or in advance of the Principal on trips, providing on-the-ground support and coordination.