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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