Travel Coordinator

Esther Schipper is currently seeking a highly organized, proactive and strategic Travel Coordinator to optimize corporate travel operations across our organization. This role goes beyond traditional travel coordination. The holder of the role will shape travel strategy, implement digital tools, manage travel budgets, and ensure a seamless experience for executives and staff. One of the first major project will be to research, select, and implement a company-wide travel management platform to enhance efficiency and control. The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced, international environment at the intersection of art and administration.

Gallery Profile

Specializing in contemporary art and representing over 50 artists and estates, Esther Schipper has locations in Berlin, Paris and Seoul. While the global team of over 60 employees spreads over locations around the world, the headquarters are located in Berlin, where the core of the operation is managed by both General Managers and their 6 departments.

Representing a diverse roster of international artists, the gallery has built a nearly 40-year legacy of innovation, institutional collaboration, and global engagement. The gallery is committed to presenting groundbreaking exhibitions by leading international artists. Mainly active in the primary market, the gallery represents its artists at all major international art fairs.

There are 8-9 internal exhibitions the gallery produces yearly for its space in Berlin, alongside regular exhibitions for the gallery’s showrooms in Paris and Seoul. The gallery participates in 10-12 international art fairs and supports dozens of external institutional exhibitions worldwide.

Position Summary

The Travel Coordinator is responsible for managing all aspects of business travel for the executive team and staff, including travel planning, booking, and budget management for events, trade shows, and meetings both domestically and internationally.

A key strategic project for this role is to research, select, and implement a company-wide travel management tool to streamline processes and enhance efficiency.

Key Responsibilities

Strategic Travel Management:

• Maintain and optimize corporate travel policies and guidelines.
• Analyze travel patterns and spend data to identify cost-saving opportunities.
• Negotiate and maintain relationships with airlines, hotels, car rental companies, and travel agencies.
• Monitor project-specific and departmental travel budgets, ensuring compliance and transparency.

Travel Operations & Planning:

• Coordinate and manage domestic and international travel for executives and teams.
• Prepare itineraries, travel documents, and itineraries for events, trade shows, and group travel.
• Maintain and regularly update travel calendars to ensure alignment with business priorities.
• Handle visa applications and other travel compliance requirements.

Digital Transformation & Projects:

• Lead the evaluation and implementation of a corporate travel management system.
• Collaborate with stakeholders to define requirements and workflows.
• Drive adoption, training, and continuous improvement of travel technology.
• Leverage data from travel platforms to generate insights and optimize processes.

Stakeholder Engagement & Communication:

• Act as the primary point of contact for all travel-related inquiries (German and English).
• Collaborate with finance, HR, and project teams to streamline travel processes.
• Provide guidance and support to employees on travel best practices and policy compliance.

Reception & Office Support (Optional):

• Provide on-site support during key events (e.g., Gallery Weekend, Berlin Art Week and other events as needed).
• Occasionally welcome and assist guests, coordinate deliveries, and support front desk activities as needed within the Admin team.

Requirements

• Minimum 2 years of experience in corporate travel management or business operations.
• Strong analytical and project management skills.
• Experience with travel platforms, digital tools, and budget management.
• Ability to manage multiple priorities and drive cross-functional initiatives.
• Strategic mindset with attention to operational detail.
• Strong negotiation, vendor management, and problem-solving skills.
• Tech-savvy, adaptable, and forward-thinking.
• Absolute professionalism, discretion, and attention to detail.
• Strong interpersonal and communication skills, with a poised and diplomatic demeanor.
• Enthusiasm and sensitivity for working in a multicultural, international team.
• Highly organized, self-motivated, and calm under pressure.
• Full proficiency in English and in German required - spoken and written.
• Interest and openness for the specifics and needs of a business in the contemporary art market.

Working Conditions

Part-time, in-person role based in Berlin.

Occasional evening or weekend availability required for events.

Desired start: ASAP/ideally no later than February 2026

Department: Admin

Reports To: Team Lead Admin