Executive Assistant - (ZR_28844_JOB)

Job Description

This is a remote position.

Work Schedule : Monday-Friday 11AM-8PM UK Time with 1-hour unpaid break

Client Overview

The client is a luxury travel brand known for curating  indulgent, inclusive, and seamless journeys  for discerning clients worldwide.They  specialize in bespoke travel experiences that reflect individuality and sophistication, with a particular focus on the LGBT+ community. The founder and firm are globally recognised in world-leading indices, including Conde Nast Traveler and Travel + Leisure A-List.

As an affiliate of Protravel International and a Virtuoso Member Agency, we offer our clients unparalleled access to the finest hotels, experiences, and global travel partnerships.

Job Description

We are seeking a proactive and detail-orientated assistant (remote) to act as a force-multiplier to the   company   founder. This is a highly trusted role supporting a dynamic, high-performing senior luxury travel leader across a wide range of administrative responsibilities.  You will be expected to introduce structure, precision and a pragmatic approach to a robust and growing business. Discretion is non-negotiable.

Responsibilities

• Operational support
• Provide a  daily summary of top priorities for the following day , including client follow-ups, recently returned travellers, and outreach to clients who travelled 3, 6, or 9 months prior
• Organise and manage  two primary email inboxes , implementing streamlined and colour-coded filing and priority systems
• Design and manage  comprehensive documentation and digital filing systems
• Document critical workflows  by creating step-by-step guides, process flows and operating procedures
• Perform a wide range of  administrative and operational support tasks  to ensure business runs smoothly
• Proactively leverage diaries, bookings and business flow to anticipate and plan for upcoming needs and responsibilities, including to openly communicate workload and tasks for help to prioritise
• Sales Enablement
• Draft email responses when requested and maintain high standards of written communication
• Build client travel itineraries using internal company tools as needed
• Create and update client folders, relevant invoices and itineraries across  TravelJoy, PlanitEasy, Travefy , and other platforms as required (training will be provided)
• Ensure  client files are accurate, complete, and updated  with relevant details across platforms
• Develop a systemic approach to ensuring timely payment of invoices, collection of outstanding commissions and other administrative accounts activities

Requirements

Independent Contractor Perks :

ZR_28844_JOB

Requirements

Responsabilities - Operational support Provide a daily summary of top priorities for the following day, including client follow-ups, recently returned travellers, and outreach to clients who travelled 3, 6, or 9 months prior Organise and manage two primary email inboxes, implementing streamlined and colour-coded filing and priority systems Design and manage comprehensive documentation and digital filing systems Document critical workflows by creating step-by-step guides, process flows and operating procedures Perform a wide range of administrative and operational support tasks to ensure business runs smoothly Proactively leverage diaries, bookings and business flow to anticipate and plan for upcoming needs and responsibilities, including to openly communicate workload and tasks for help to prioritise - Sales Enablement Draft email responses when requested and maintain high standards of written communication Build client travel itineraries using internal company tools as needed Create and update client folders, relevant invoices and itineraries across TravelJoy, PlanitEasy, Travefy, and other platforms as required (training will be provided) Ensure client files are accurate, complete, and updated with relevant details across platforms Develop a systemic approach to ensuring timely payment of invoices, collection of outstanding commissions and other administrative accounts activities Requirements Experience working with founders, senior executives, or high-level entrepreneurs MUST HAVE A WINDOWS OS COMPUTER Outstanding organisational and systematic thinking skills Proven proficiency in email management, including inbox clean-up and tagging systems Strong written communication skills in English Comfort working with the Windows operating system Meticulous attention to detail and passion for precision High level of confidentiality when handling sensitive, confidential and private client and financial data Commitment to inclusion Innovative mindset and curiosity to leverage generative and other AI solutions Ability to pass background and security checks Sabre GDS knowledge (preferred) Familiarity with the luxury travel sector and the pace and tone it requires (preferred) A flair for client service and support, even if behind the scenes