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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