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
