Job Description

We are a boutique luxury travel agency seeking a detail-oriented, proactive Virtual Assistant to support the agency owner 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-ready 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 owner.

•Thoroughly self-review all proposals before submission to ensure no content is missing or incorrectly formatted.

•Format and present trip details in a visually appealing layout ready for client approval.

Supplier Coordination

•Contact suppliers (via phone or email) on behalf of the agency owner to obtain pricing or add services to existing bookings.

•Communicate professionally and accurately, representing the agency in all 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 integrity across all client records, ensuring contact details and automated reminders are correct and current.

•Reach out to clients through the agency portal to collect any missing information as needed.

Light Bookkeeping

•Code transactions across existing accounts (all accounts are pre-set up — transaction volume is low).

•Maintain accurate records and flag any discrepancies to the agency owner.

Payroll Processing

•Process weekly payroll in Paychex for one contractor (approximately 10 minutes per week).

•Approve timesheets consistently each week — the agency owner 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.

•Able to work within Central Time Zone (CT) business hours.

Advantageous (Not Required)

•Prior experience with Travify — comprehensive training resources are available if not.

•Familiarity with Paychex or similar payroll platforms.

•Experience writing SOPs or building internal process documentation.

•Background in travel, hospitality, or luxury lifestyle industries.

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