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This position’s primary focus is creating an organized and supportive environment for our team and business. The role is also a support role for our founder to help her stay organized and on task as she meets with clients and does what only she can do to support her customers and potential customers. Your support allows her to have a better work life balance and frees up more time for strategic planning and sales growth. You MUST have travel booking/management experience to be considered for this role. Please do not apply stating you are willing to learn. If you do not have any travel experience you need not apply. Please list in your email message the extent of your travel industry experience. 20 to 24 hours per week. This may lead to full time in 1 year's time.
Our ideal candidate is extremely thorough, detail-oriented and accurate above all else and can easily communicate in an efficient and organized way, both in written and verbal communication. Discretion and confidentiality are essential for this position. Being a self starter who efficiently and thoroughly follows through on a process as much as possible is desirable.
Duties and Responsibilities
The Virtual Travel Assistant position will be responsible for ongoing support for our business, clients, and team.
Travel knowledge of at least 1 of the following: cruise lines, hotels and resorts, flights. Travel insurance experience a bonus.
Invoicing: Reviewing and understanding supplier invoices, using info from those invoices to input into internal form submission which process formal client invoice on agency letterhead. Involves accounting calculations and verification.
Database Management: Inputting client biographical, financial and passport info consistently and accurately, adding client relationships, entering trip information and payment information.
Customer Support: Assisting with customer inquiries and providing support as needed. This may involve phoning, email ing or meeting with current clients or interviewing new prospects to determine needs.
Email Management for CEO: Assisting in managing and organizing email correspondence for CEO. Involves prioritizing email s for action, responding on your own, composing draft for review, sorting and filing email s. Ensuring accuracy, easy to follow in well written, well spaced, professional email communications.
Client Payments: Communicating with clients to request credit card or etransfer payments. Follow up with clients to confirm payment or request resubmission.
Calendars and Scheduling: Maintaining schedules to keep track of final payment and trip deadlines. Ensuring CEO’s calendar up to date to accurately reflect Calendly availability for meeting requests by clients and others.
Excel Spreadsheets: Inputting and manipulation of data for quotes, rooming lists and pricing for groups and destination weddings.
Quotes: Preparing quotes using CRM, email , Sirev or some other format to present to client. These quotes may be FIT, cruises, packages, etc. You also may be required to contact cruise lines to put a sailing on option for a client.
Managing Social Media Accounts: This aspect is minimal and minor only. Assisting in managing and maintaining our social media presence including Facebook , Instagram, Tiktok, Linkedin, Youtube. This is nice to have but only when all other priorities are complete.
Additional Tasks: Supporting other daily tasks as assigned by CEO.
Skills and Abilities
Preference will only be given to those who have travel booking/management experience and are familiar with invoicing, accounting, a CRM such as TESS or TERN, MIcrosoft Office, hotel and cruise bookings, social media posting (Facebook or TikTok ). It would be great if you have some experience in Canva, AI, Manulife, TICO, Adobe or Jotform.
Relationship building: Conveying a warm and personable connection with clients. There may be times when you have to show compassion and patience. There will be times you must maintain your cool under stress sometimes in conversation with clients.
Resourcefulness: Demonstrating a knack for finding solutions and handling quick turnaround times and tight deadlines.
Outstanding Communication Skills: Exhibiting excellent written and verbal communication skills.
Organization: Maintaining a high level of organization in tasks and responsibilities.
Problem-Solving: Being proactive in solving problems independently and critical thinking.
Ownership and Pride in Work: Taking responsibility for tasks and demonstrating pride in delivering high-quality work. Accuracy and attention to detail is an absolute must. Being thorough in your details is required.
Adaptability: Adapting well to unexpected changes and new directions.
Technological Proficiency: Being savvy with technology and able to navigate various tools and platforms. Ability to work between multiple open window/screens.
Ability to Handle Feedback: Handling direct and constructive feedback and implementing necessary improvements.
Multitasking and Time Management: Efficiently managing multiple projects or tasks simultaneously, meeting deadlines, and keeping commitments.
Attention to Detail: Possesses an exceptional eye for detail and precision. Accuracy and absolute must.
Proactive Mindset: Anticipating additional tasks and taking the initiative to complete them without being asked.
Clear and Concise Communication: Presenting ideas and metrics in a clear, concise and thorough manner.
Flexibility: Demonstrating flexibility in work hours and adopting an "until it gets done" attitude.
Strong mathematic skills. Must be extremely comfortable with Excel formulas, sorting, filtering, and functions. Word, business correspondence writing, and Office 365 are also essential.
