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 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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