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Virtual Assistant — Luxury Travel Agency

Assist World Agency Mid Admin & Virtual Assistance

Remote part-time virtual assistant role for a luxury travel agency, supporting the owner with client experience, itinerary creation, supplier coordination, CRM management, light bookkeeping, and payroll processing. Requires 3-4 years experience, strong attention to detail, and ability to work within Central Time Zone business hours.

Can a South African apply?

The employer’s own job board lists this role’s eligible location as:

South Africa, Philippines (Remote)

Taken from the structured location field on the employer’s job board, not from the wording of the advert, when we last checked it on 2026-09-27. Employers change eligibility without notice — the employer’s page is the authority, not this one.

What it pays

Not published. This posting states no figure, and we do not estimate one. Ask during the first conversation.

The full posting

Reproduced from the employer’s own listing, unedited.

Read the posting in full · 505 words

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.

REQUIREMENTS

Why Join Assist World?

100% REMOTE $50 birthday bonus $200 testimonial bonus $500 entry monthly raffle NO TRACKER. NO PROBLEM

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