Virtual Assistant – Travel Operations & Administrative Support

Role Overview

We are seeking a highly organized, proactive Virtual Assistant to support a luxury travel business with administrative operations, client communication, and backend organization. This role is ideal for someone who thrives in a fast-paced, service-driven environment and can handle multiple tasks with efficiency, discretion, and attention to detail. The ideal candidate will act as a key support partner, handling daily admin, client follow-ups, travel logistics and system organization—allowing the business owner to focus on front-facing client relationships and growth. 

 

Core Responsibilities Administrative & Operations Support

● Prepare and send travel quotes, confirmations, and documentation

● Manage general administrative tasks and backend workflows

● Keep internal systems and records organized and up to date

● Support day-to-day business operations during busy and quiet periods

 

Client Communication & Customer Service

● Respond to client inquiries via email and messaging platforms

● Participate in WhatsApp group chats and respond on behalf of the business when needed

● Provide timely, professional, and service-oriented communication

● Ensure no client requests or follow-ups are missed

 

Travel Coordination & Research

● Research destinations, accommodations and experiences

● Assist with itinerary preparation and travel-related logistics

● Support flight-related admin, including check-ins and confirmations

 

CRM & Systems Management

● Organize and maintain client information in the CRM (Zoho)

● Ensure backend systems are accurate, structured, and easy to navigate

● Help keep the business owner organized across tools and platforms

 

Bookkeeping Support (Nice-to-Have)

● Assist with basic bookkeeping tasks using Xero

● Support transaction tracking and financial admin (non-accounting role)

● Help prepare records for future bookkeeping needs

 

Additional Support & Growth Tasks

● Assist with light social media and email marketing during quieter periods

● Contribute ideas or improvements if experienced in the travel industry

● Potential to support shared administrative tasks for an additional business in the future (with transparency and agreement)

 

Must-Have Skills & Qualities

● Strong organizational and administrative skills

● Excellent written communication and customer service mindset

● High attention to detail and follow-through

● Ability to work independently and manage priorities

● Comfortable working across time zones

 

Nice-to-Have Experience

● Previous experience in the travel or hospitality industry

● Familiarity with CRM systems (especially Zoho)

● Basic bookkeeping experience (Xero preferred)

● Experience supporting small businesses or entrepreneurs

 

Growth Opportunity

This role is expected to start part-time but has clear potential to expand into a full-time position as the business grows. Candidates with initiative, adaptability and a proactive mindset will thrive in this long-term opportunity.