Virtual Assistant - Luxury Travel Agency

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.
• Why Join Assist World?
• 100% REMOTE
• $50 birthday bonus
• $200 testimonial bonus
• $500 entry monthly raffle
• NO TRACKER. NO PROBLEM

Additional Information

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.

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