Virtual Travel Assistant-Part Time

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TYPE OF WORK

Part Time

SALARY

USD $560 a month

HOURS PER WEEK

20

DATE POSTED

Oct 31, 2024

JOB OVERVIEW

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.

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 Upgrade to see actual info). It would be great if you have some experience in Canva, AI, Manulife, TICO, Adobe or Jotform.



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 2 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, emailing 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 emails for action, responding on your own, composing draft for review, sorting and filing emails. 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.

If you’d like to be considered for this role, please provide cover letter, resume pdf and references (no links). Please indicate the specific job title for which you are apply. It is also helpful to have 3 minute video introduction so we can get to know you better.  (We will only review videos for 3 minutes at maximum; do not submit a video longer than 3 minutes).


Also kindly answer the following questions:
Explain your communication style to us.  
Why do you believe you are a great fit for this position?
Describe any personal travel you have done (it is not a requirement for this role but nice to know).

SKILL REQUIREMENT
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