About this role
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.