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.