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