Position Overview:

Join a boutique luxury travel consultancy as an Assistant Travel Coordinator in this 100% remote role. Collaborating closely with the Owner & Lead Travel Advisor/Designer, you will assist with all aspects of groups and FIT (individual) bookings ensuring the highest level of service for our affluent and well-traveled clientele. 

This role requires someone who thrives in a fast-paced, ever-changing environment.  We are looking for someone with a strong eye for detail, excellent organizational skills, and “yes, I can” attitude. Your positive & cheerful personality, your willingness to learn, your creativity & resourcefulness, as well as your quest for constant improvement perfectly complement our company culture. 

As our outstanding Assistant Travel Coordinator, you will be able to develop relationships with suppliers (hotels, DMCs, and transportation companies), and support a variety of marketing projects. You will also have the unique opportunity to improve existing and develop new processes & systems that will improve the workflow of the company. You will also be managing that workflow, particularly while the Owner is traveling. 

You will help with travel research, database management, quote preparation, branding and formatting proposals, lead concierge services and bookings, communicating guest preferences to hotels, building final trip documents, and mailings, and securing reservations for hotels, dining, and transportation arrangements. 

This position does not involve travel. Most of the time is spent supporting the desire to travel for others. Hours negotiable between 20-40 each week.

Opportunities for growth in the organization: Client Services Manager (client-facing role) - owns and handles travel arrangements from A to Z, including managing all trip details from idea inception to completion of travel.

As the Assistant Travel Coordinator, your diverse responsibilities will include: 

Travel Coordination and Support:

• Work with the Owner & Lead Travel Advisor/Designer: Assist in gathering all necessary details, including logistical and operational requirements, to build bespoke travel itineraries that align with client expectations.
• Itinerary Formatting: Edit and format detailed itineraries. Ensure all documentation is consistent with the company’s voice, style, and attention to detail.
• Supplier Relationships: Build relationships with key suppliers (such as hoteliers and DMCs). Over time, you will manage communications, check rates and availability, manage reservations, and handle special requests directly with suppliers.
• Trip Tracking in CRM or Project Management System: Track the progress of trips, monitor trip payments, and ensure that all logistical elements are correctly documented and updated.
• CRM Management: Maintain accurate member profiles and trip details within the company's CRM systems, ensuring that all client information is up-to-date.
• Travel Support: Assist in coordinating all aspects of travel, including but not limited to:
• Coordinate travel insurance quotes and manage bookings for additional activities, such as transfers, restaurant reservations, and special events.
• Communicate all VIP requests and unique client needs to service providers ensuring that every detail is handled meticulously.
• Coordinate the dissemination of final trip materials, including travel documents and departure packages, ensuring all information is accurate and timely.

Administrative & Marketing Support:

• Organize and manage key documents within cloud storage (Google Drive, etc.), ensuring the team can access necessary files.
• Assist in scheduling meetings, discovery calls, and other appointments.
• Provide general administrative support, including drafting and proofreading emails, managing communication channels, and handling special projects as needed.
• Compose Social Media posts (LinkedIn, Facebook & Instagram) with brief, compelling picture/video stories.
• Develop a quarterly newsletter and distribute it to the entire client database. 
• Ensure the company’s website is up-to-date. 

Requirements:

• Strong, reliable internet connection.
• Advanced level of English proficiency; excellent written and verbal communication skills that provide clear, accurate, consistent, and brand-appropriate messaging.
• Highly detailed with a natural tendency for precision and quality, a desire to check and re-check work, particularly when managing complex logistical elements of bespoke travel itineraries.
• Multi-tasker with the ability to meet deadlines, adapt to changing priorities, and can juggle multiple balls at once while maintaining composure and a sense of humor. 
• Naturally hospitable, great team player who enjoys collaborating, fun to be around
• Strong work ethic, reliable, trustworthy, derives satisfaction from a job well done. Confidentiality is paramount as you will be privy to sensitive information.
• Prior experience in the travel industry is beneficial but not required. The tasks will require no travel experience or knowledge of destinations.
• Familiarity with CRM systems such as TravelJoy, and itinerary builders such as AXUS or Travefy.
• Tech savvy possesses proficiency with Microsoft Office (Excel & Word), Adobe Acrobat, and/or various Mac applications and productivity tools (e.g., Google Suite) is essential.
•  Familiarity with Asana (collaborative project management software) and Clockify (a time tracker and timesheet app) is a plus.