Travel Coordinator (Virtual Assistant) — Guest Talent Travel for Convention Circuit

The Role You will be the single point of contact for booking and managing travel for our guest talent roster, which includes actors, athletes, wrestlers, and voice actors appearing at our events. Once a talent deal is signed, you take over as the lead on all travel logistics for that guest, working directly with their agent or representative through to the day they walk off site. This is not a one-time event gig. NTX Universe is our biggest annual push, but we run travel-involved events multiple times a month, so this becomes an ongoing working relationship for the right person. What You'll Do Book flights and ground transportation for guest talent using our Perk (formerly TravelPerk) account, with a masked corporate card so you never need our actual card details For agents who prefer to book their own client's travel, send them a guest booking invite through Perk rather than booking on their behalf Coordinate with hotel event managers to keep our internal spreadsheet accurate for guests on our host hotel's master bill, including room type, check-in/check-out dates, and any special requests Track and report per diem balances due to each guest Field special requests from talent or their agents (dietary needs, accessibility, specific flight times, connecting travelers, etc.) and resolve them or flag them to me Monitor for flight delays, cancellations, and other disruptions, and handle rebooking directly or escalate to Perk's support team Provide me with regular status updates and flag any issues, questions, or items that need my decision before booking What We're Looking For Direct, hands-on experience booking corporate or executive travel, ideally through platforms like Perk/TravelPerk, Navan, SAP Concur, or similar Experience managing virtual or masked corporate cards (Ramp, Brex, Bill Spend & Expense, or similar) is a strong plus Comfortable managing a mixed workflow: some travelers booked directly by you, others self-booked by their agent through a guest invite, all reconciled back into one tracker Sharp attention to detail. A missed connection or wrong room type for a talent guest is not a small mistake Clear, professional written communication for corresponding with agents and talent representatives Ability to work independently and make good judgment calls on when something needs my input versus when to just handle it Experience working with entertainment, sports, or event talent logistics is a plus but not required How to Apply In your application, tell me specifically about a time you booked and managed travel for multiple travelers at once, and which platform you used. If you have experience with virtual/masked corporate cards, mention that too. Generic applications that don't address this will not be considered. This is a long-term working relationship, not a one-off project. We move fast and expect the same in return. About Us TXCardShows runs sports card and TCG (trading card game) events across Texas and Oklahoma, including regional shows and NTX Universe, our flagship convention-scale event held every October in Dallas. We book recognizable names from film, TV, sports, and voice acting to appear alongside the hobby's biggest vendors and collectors. This is strictly a sports card and TCG operation, not poker or other deck-based card games. We are hiring a dedicated Travel Coordinator to manage all guest talent travel logistics for NTX Universe 2026 (October 16-18, Dallas) and ongoing smaller events throughout the year.