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.

Why Join Assist World ?

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$500 entry monthly raffle

NO TRACKER. NO PROBLEM

Originally posted on Himalayas