Travel/concierge industry experience with itinerary planning and supplier coordination
Excellent spoken and written English with professional phone manner
High attention to detail and calm under pressure when handling urgent or last-minute changes
Proficiency with Excel/Google Sheets and CRM tools; experience maintaining supplier databases and back-office records
Requirements:
Create and manage detailed itineraries for high-end clients (individuals and groups), coordinate complex bookings and logistics (flights, hotels, activities, dining, transport, VIP services), and track group travel details and deadlines
Manage client and supplier communications via email/WhatsApp and phone when needed; act as emergency contact and respond to urgent requests with a calm, solution-focused approach
Build and maintain supplier databases and CRM-like tracking sheets; develop templates and workflows for repeatable concierge services
Create polished client-facing collateral and newsletters (event flyers, announcements, luxury roundups) using Canva or similar tools
Job description
We're hiring a full-time Travel & Concierge Operations Assistant (Virtual) to support a high-touch travel & concierge business serving HNW/UHNW clients who expect fast turnaround, high accuracy, and calm, confident communication.
This role blends travel admin + itinerary management + back-office operations, with content/collateral creation during downtime (newsletters, one-pagers, event promotions, supplier database building).
Key Responsibilities
Travel & Concierge Operations (Core)
Create and manage detailed itineraries for high-end clients (individuals and groups)
Coordinate complex bookings and logistics:
Flights monitoring/changes and re-accommodation support
Hotel bookings, activities, dining, transport, VIP services
Track group travel details (who is booked where, rooming lists, confirmations, changes, deadlines)
Maintain accurate back-office tracking for multiple travelers and moving parts
Client & Supplier Communication
Handle correspondence with clients and suppliers via email/WhatsApp and phone when needed
Act as an emergency point of contact for traveling clients when the team is unavailable
Manage impatient/panicky requests with a calm, solution-focused approach
Systems, Databases & Admin
Build and maintain a supplier database (global suppliers)
Maintain a CRM-style database (currently Excel-based; may move to software later)
Maintain internal tracking sheets, templates, and workflows for repeatable concierge services
Content & Marketing Collateral (Secondary)
Create polished client-facing collateral (not heavy social media management):
1–2 page event flyers and "special access" announcements
Newsletter drafts and simple layouts
Luxury event roundups (e.g., Formula 1 packages, seasonal events)
Produce clean graphics/layouts using Canva (or similar) based on rough direction/inputs
