Travel Protocol Executive at ShepherdHill Security

Job Purpose

• The Travel Protocol Executive is responsible for coordinating, managing, and executing travel logistics for high-profile executives and VIPs, ensuring smooth, secure, and efficient movement at all times. The role involves journey management, protocol adherence, liaison with internal and external stakeholders, as well as providing situational intelligence to guarantee the safety, comfort, and productivity of executives during official and personal travels.

Key Responsibilities

Journey & Travel Management

• Plan, organize, and manage end-to-end travel logistics for executives (domestic and international), including flights, accommodations, ground transportation, visas, permits, and protocol clearances.
• Conduct risk assessment and journey management planning for all travel itineraries.
• Monitor live travel schedules to anticipate and proactively resolve disruptions (flight delays, cancellations, reroutes, etc.).
• Ensure strict compliance with travel policies, security protocols, and international regulations.

Protocol Duties

• Accompany high-profile executives and VIPs during official trips, events, and assignments as required.
• Liaise with embassies, consulates, airport protocol officers, and government/security agencies to ensure smooth passage through immigration and customs.
• Coordinate executive reception and protocol arrangements at airports, hotels, and event venues.
• Represent the organization with diplomacy, discretion, and professionalism in all protocol-related matters.

Intelligence & Security

• Gather, analyze, and share travel intelligence (political climate, security risks, cultural considerations, and health advisories) for each travel destination.
• Maintain confidential briefings on travel safety, ensuring executives are aware of potential risks and mitigations.
• Work closely with security personnel to coordinate protective arrangements and emergency response protocols.
• Ensure real-time monitoring of travel routes and provide updates on emerging threats or disruptions.

Administrative & Support Functions

• Prepare detailed travel itineraries, movement schedules, and protocol documentation.
• Manage travel budgets, expense reconciliations, and cost optimization.
• Maintain accurate travel records and databases for audit and compliance.
• Support executive engagement by ensuring punctuality, comfort, and minimal travel-related stress.

Key Skills & Competencies

• Excellent knowledge of journey management and travel logistics.
• Strong understanding of international travel regulations, visas, and immigration processes.
• High emotional intelligence, discretion, and ability to handle confidential information.
• Strong situational awareness and intelligence-gathering ability.
• Exceptional communication, negotiation, and interpersonal skills.
• Ability to work under pressure, adapt to changes, and resolve issues swiftly.
• Attention to detail, cultural sensitivity, and diplomatic etiquette.

Qualifications & Experience

• Bachelor’s degree in Business Administration, International Relations, Security Studies, Hospitality, or related field.
• Minimum of 5 years’ experience in travel protocol management, VIP liaison, or corporate travel coordination.
• Background in security, military, protocol, or intelligence will be an added advantage.
• Certification in journey management, travel security, or protocol operations is desirable.
• Proficiency in MS Office Suite and travel management software.