Job Description
We're hiring a
full-time Travel & Concierge Operations Assistant (Virtual) to support a
high-touch travel & concierge business serving
HNW/UHNW clients who expect
fast turnaround, high accuracy, and calm, confident communication.This role blends
travel admin + itinerary management + back-office operations, with
content/collateral creation during downtime (newsletters, one-pagers, event promotions, supplier database building).
Key Responsibilities
Travel & Concierge Operations (Core)
- Create and manage detailed itineraries for high-end clients (individuals and groups)
- Coordinate complex bookings and logistics:
- Flights monitoring/changes and re-accommodation support
- Hotel bookings, activities, dining, transport, VIP services
- Track group travel details (who is booked where, rooming lists, confirmations, changes, deadlines)
- Maintain accurate back-office tracking for multiple travelers and moving parts
Client & Supplier Communication
- Handle correspondence with clients and suppliers via email/WhatsApp and phone when needed
- Act as an emergency point of contact for traveling clients when the team is unavailable
- Manage impatient/panicky requests with a calm, solution-focused approach
Systems, Databases & Admin
- Build and maintain a supplier database (global suppliers)
- Maintain a CRM-style database (currently Excel-based; may move to software later)
- Maintain internal tracking sheets, templates, and workflows for repeatable concierge services
Content & Marketing Collateral (Secondary)
- Create polished client-facing collateral (not heavy social media management):
- 1–2 page event flyers and "special access" announcements
- Newsletter drafts and simple layouts
- Luxury event roundups (e.g., Formula 1 packages, seasonal events)
- Produce clean graphics/layouts using Canva (or similar) based on rough direction/inputs
Tools & Systems
- Excel / Google Sheets (required)
- Canva (strongly preferred)
- Comfortable learning travel platforms (bedbanks), supplier portals, and basic CRM tools
- Bonus: GDS exposure, ticketing experience, or past travel agency/concierge systems
Must-Haves
- Travel / concierge industry experience (itinerary planning + supplier coordination)
- Excellent spoken and written English; professional phone manner
- High attention to detail (HNW service = no avoidable mistakes)
- Calm under pressure; can handle urgent and last-minute changes
- Comfortable with occasional after-hours/weekend support (as-needed)
Working Hours
- Full-time (40 hrs/week) aligned to Dubai time
- Typical schedule: 9am–5pm Dubai, with flexibility for occasional after-hours and limited weekend support when clients are traveling
Why Join Assist World?100% REMOTE$50 birthday bonus$200 testimonial bonus$300 tenure bonus every 6 months$500 entry monthly raffleNO TRACKER. NO PROBLEM
