Based On A True Story
Project Executive
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Job Title: Project Executive
Reports to: Project Manager(s)
Location: UK (Remote)
About Us
Based On A True Story creates extraordinary, one-of-a-kind journeys all over the world. Every project is a never-to-be-repeated production - from adventurous expeditions and family odysseys to unforgettable honeymoons and theatrical travel fantasies and celebrations.
We are not a traditional travel company. Our work sits at the intersection of ultra-luxury travel, storytelling, and creative production. Collaborating with exceptional partners worldwide, we bring ambitious—sometimes seemingly impossible—ideas to life.
We think boldly, design beautifully, and deliver journeys that feel like a dream, were they not entirely Based On A True Story.
The Role
We’re looking for a Project Executive to join our growing team; an organised, curious and proactive individual who thrives where creativity meets precision.
Working alongside our Project Managers and senior team, you’ll contribute to multiple projects at different stages of development. From researching ideas and preparing proposals to coordinating logistics and maintaining project documentation, you’ll gain hands-on experience across the full project lifecycle.
You’ll collaborate with an exceptional network of worldwide partners, helping to transform ambitious ideas into seamless, well-executed client experiences.
Thinking ahead will be central to your role: anticipating next steps, keeping track of deadlines, spotting information gaps and helping the wider team remain one step ahead. As your experience and confidence grow, you’ll have opportunities to take ownership of defined workstreams and develop towards a Project Manager role.
Key Responsibilities
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- Assist Project Managers with the planning, coordination and delivery of bespoke travel projects.
- Help translate ultra-high-net-worth client briefs into imaginative concepts and carefully considered itineraries.
- Research destinations, experiences, suppliers and creative possibilities.
- Help prepare pitch-winning materials and proposals.
- Coordinate logistics, suppliers, and documentation across multiple projects.
- Track project budgets and assist with estimates, invoices, expenditure reporting and final reconciliation.
- Liaise with global partners and suppliers to obtain accurate information and help ensure seamless delivery.
- Anticipate upcoming requirements, identify potential issues or information gaps and raise them at an early stage.
- Maintain clear, accurate project records, schedules, deadlines and internal reports.
- Provide polished, high-touch client support with professionalism and discretion.
- Assist senior management with ad-hoc project and operational tasks.
- Identify opportunities to improve internal processes, efficiency, and delivery standards.
What Success Looks Like
- Project information, schedules and documentation are consistently accurate and up to date.
- Deadlines and next steps are anticipated, communicated and followed through.
- Project Managers have the information and coordination they need to focus on successful delivery.
- Clients, partners, and the team receive prompt, polished, and dependable communication.
- You demonstrate growing confidence, initiative and ownership across the project lifecycle.
- You steadily develop the skills and judgement required to manage projects independently.
What We’re Looking For
Experience:
1–2 years’ experience in luxury travel, project coordination, events, production, or another relevant creative environment
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Mindset:
Curious, detail-focused and eager to learn with the ability to stay calm under pressure.
Skills:
- Strong organisation and time management.
- Clear communication and professional written skills.
- Confidence working with schedules, logistics and financial information, with guidance where required.
- A proactive, practical and solutions-focused approach.
- A natural ability to anticipate needs, show initiative and follow through reliably.
- Sound judgement and an accountable, dependable approach to work.
Work Style:
Adaptable, collaborative, reliable, and comfortable working remotely as part of a distributed team across different time zones.
What We Offer
- A competitive salary and performance-related bonus.
- A supportive, creative global team working at the frontier of ultra-luxury travel.
- Opportunities for professional travel, including reconnaissance trips, familiarisation trips, and international events and sales trips.
- Flexible working hours (core hours 9 am – 4 pm). Remaining two hours to be worked at whatever time suits.
- Friday 4 pm finish (38-hour week).
- 25 days’ annual holiday, with the ability to purchase five additional days per year.
- A familiarisation trip every two years after completing one year of service.
- Your birthday off, or the following working day if it falls on a weekend.
- Access to our Curiosity Courses fund for approved professional and personal development relevant to the business.
- Access to a healthcare & dental plan.
- A one-month unpaid sabbatical after five years of service.
- One paid volunteering day each year.
“It took my CV and asked me questions relevant to understanding what kind of jobs to suggest for me. Suggestions were almost perfect. Jobs were exactly what I’ve been looking for.”
Jessica, London
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