Executive Assistant/Customer Support - (ZR_21865_JOB)

This is a remote position.

Schedule:

• Starting at 11AM or 12PM London time to overlap with Eastern US clients
  
• 1 hour unpaid break.

Client Timezone: UK/US Eastern

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.

- 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
  
• 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