?? Now Hiring: Travel and Events Coordinator (Freelancer)
Schedule
Flexible Work Model:
Up to 16 hours per week
Travel as needed
About ITA Group
ITA Group creates powerful experiences that drive engagement and performance for some of the world's most respected brands. We specialize in delivering seamless, high-impact travel and event programs that leave lasting impressions. We're looking for a
Travel and Events Coordinator
to support our growing team in delivering exceptional service and unforgettable experiences. Initial need is for 1-2 days per week with potential to expand hours.
The Role
As a
Travel and Events Coordinator
, you'll play a key role in designing, developing, and executing travel and event programs for new and existing clients. You'll support the internal team and clients by managing logistics, coordinating suppliers, and ensuring every detail is executed flawlessly. This role is ideal for someone who thrives in dynamic environments, is highly organized, and passionate about creating memorable experiences.
? What You'll Do
Concept & Design
Support proposal development and program concepting
Collaborate with the Travel & Events Director to build impactful itineraries aligned with client goals and budgets
Research destinations and supplier offerings to inform recommendations
Coordinate and attend site inspections as needed
Program Development
Negotiate and manage supplier contracts for air, hotel, and ground arrangements
Maintain accurate project documentation including budgets, timelines, and contracts
Monitor payment schedules, attrition, and cancellation deadlines
Attendee Management
Oversee registration and attendee data coordination
Respond to inquiries with professionalism and efficiency
Prepare and distribute travel documentation, destination insights, health/safety guidelines, and visa requirements
Program Execution
Create detailed program manuals for Trip Directors
Provide on-site support for domestic and international programs as needed
Financial Management
Manage event pricing and supplier negotiations
Provide budget reporting and re-costing throughout the event lifecycle
Prepare client invoices and monitor financial commitments to minimize risk
Corporate Accountability
Conduct post-program reviews to evaluate success and identify improvements
Deliver exceptional service aligned with ITA Group's values and standards
Maintain and update role-specific procedures and documentation
Support a consistent and productive work environment through reliable attendance
Pursue ongoing professional development
? What You Bring
Bachelor's degree or diploma in Event Management, Tourism, Business, Hospitality, Marketing, or Communications (preferred but not required)
2+ years of hands-on experience in travel and event coordination
Strong knowledge of the MICE sector (Meetings, Incentives, Conferences, Exhibitions)
Proficiency in Microsoft Word, Excel, PowerPoint and Adobe Workfront
Experience with GDS systems (e.g., Travelport) and event software (preferred)
Exceptional attention to detail and organizational skills
Strong written and verbal communication abilities
Ability to work independently and collaboratively in fast-paced environments
Willingness to travel and work flexible hours to meet project needs
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