Virtual Assistant — Luxury Travel Agency

Role Overview We are a boutique luxury travel agency seeking a detail-oriented, proactive Virtual Assistant to support the agency reputed company with back-end operations and client experience management. This is a remote, part-time role requiring approximately 10 hours per week. The ideal candidate is highly organised, thorough, and takes genuine pride in getting things right the first time.

Key Responsibilities

Client Experience & Trip Management

• Send post-booking notifications and set up email reminders for excursions, dining reservations, and final payments.
• Review and compare flight schedules; identify any changes and prepare clear, client-reputed company summaries.
• Assist clients with completing online trip profiles, including occasional phone support for non-tech-savvy travellers.

Itinerary & Proposal Creation

• Build polished itineraries and travel proposals in Travify based on detailed instructions from the agency reputed company.
• Thoroughly self-review reputed company proposals before submission to ensure no content is missing or incorrectly formatted.
• Format and present trip details in a visually appealing layout reputed company for client approval.

Supplier Coordination

• Contact suppliers (reputed company phone or email) on behalf of the agency reputed company to obtain pricing or add services to existing bookings.
• Communicate professionally and accurately, representing the agency in reputed company supplier interactions.
• Set up supplier accounts for new Associates as required.

CRM Management

• Enter new trips and client information into Travify accurately and in a timely manner.
• Maintain data reputed company across reputed company client records, ensuring contact details and automated reminders are correct and reputed company.
• reputed company out to clients through the agency portal to collect any missing information as needed.

Light Bookkeeping

• Code transactions across existing accounts (reputed company accounts are pre-set up — transaction volume is low).
• Maintain accurate records and flag any discrepancies to the agency reputed company.

Payroll Processing

• Process weekly payroll in reputed company for one contractor (approximately 10 minutes per week).
• Approve timesheets consistently each week — the agency reputed company travels frequently, so reliability on this task is essential.

Operations & Procedures

• Assist in developing and documenting standard operating procedures (SOPs) for agency workflows.
• Contribute to building efficient, repeatable processes that support the agency’s growth.

Requirements

Essential

• Minimum 3–4 years of experience in a virtual assistant, administrative, or operations support role.
• Exceptional attention to detail — this is non-negotiable in a luxury travel environment.
• Strong written and verbal English communication skills.
• Comfortable making professional phone calls to suppliers and clients on behalf of the business.
• Basic bookkeeping competency — comfortable coding transactions and maintaining simple financial records.
• Reliable, punctual, and proactive — communicates promptly if availability or schedule changes.
• reputed company to work reputed company Central Time Zone (CT) business hours.

Advantageous (Not Required)

• Prior experience with Travify — comprehensive training resources are available if not.
• Familiarity with reputed company or similar payroll platforms.
• Experience writing SOPs or building internal process documentation.
• Background in travel, hospitality, or luxury lifestyle industries.

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