Travel Virtual Assistant (Quotes, Proposals & Client Support)
Position Summary
We are looking for a highly organized, detail-oriented, and customer-focused Travel Virtual Assistant to assist with preparing travel quotations, proposals, itinerary documentation, supplier communications, and client email management.
The ideal candidate will become an extension of the business by providing professional, friendly, and timely communication with clients while ensuring travel documents are accurate and delivered promptly.
Initially, the role will focus on administrative support, proposal preparation, and client communications. As the business grows, responsibilities may expand into email marketing, social media management, and basic content creation.
Primary Responsibilities
Travel Quotes & Proposal Preparation (Primary Responsibility)
- Prepare customized travel proposals using existing company templates
- Research pricing through supplier websites
- Contact travel suppliers when additional information or pricing is required
- Gather pricing, images, hotel descriptions, and package details
- Copy and organize information into proposal templates
- Update proposal images when necessary
- Ensure all proposals are accurate and professionally presented
- Prepare travel itinerary documents before client departures
- Attach final travel documents within the CRM
Supplier Coordination
- Communicate with travel suppliers regarding:
- Pricing
- Availability
- Travel updates
- Booking information
- Follow up on supplier requests
- Relay supplier information back to clients when required
Client Email Management
Assist with daily inbox management by:
- Monitoring incoming client emails
- Responding to routine inquiries
- Acknowledging receipt of emails promptly
- Contacting suppliers to gather answers before responding to clients
- Escalating complex matters to Kariann
- Providing excellent customer service throughout the client journey
The ideal communication style should always be:
- Professional
- Friendly
- Helpful
- Reassuring
- Solution-oriented
CRM Administration
Maintain Vacation CRM by:
- Updating client records
- Uploading proposals
- Uploading travel documents
- Managing itineraries
- Keeping client information organized and up to date
Backup Administrative Support
Serve as a secondary support resource whenever Kariann is traveling or when the primary assistant is unavailable by:
- Monitoring emails
- Assisting with client communication
- Responding to urgent requests
- Helping ensure continuity of client service
Client Qualification Calls (Occasional)
Although not a primary responsibility, the VA may occasionally be asked to make outbound phone calls to prospective clients.
These calls may include:
- Conducting an initial discovery conversation
- Asking qualifying questions before preparing a proposal
- Confirming travel requirements
- Determining whether the prospect is a genuine lead
- Contacting existing clients to provide updates, clarify travel details, or assist with travel-related inquiries when needed
- Communicating with travel suppliers to confirm pricing, availability, booking details, or resolve client-related requests
Phone calls will only be required occasionally and are not expected to be a regular part of the role. Any required calling tools or phone systems will be provided by the client.
Future Responsibilities (Growth Opportunity)
As the business grows, the role may gradually expand into:
Email Marketing
- Maintain and clean email lists
- Compare CRM contacts with marketing lists
- Update subscriber lists
- Prepare newsletters
- Assist with email campaign preparation
- Ensure customer mailing lists remain accurate
Social Media Support
Future responsibilities may include:
- Editing short-form travel reels
- Trimming videos for TikTok, Instagram Reels, and other platforms
- Adding captions and simple text overlays
- Scheduling social media posts
- Assisting with content organization
The client values someone with a good eye for visually appealing content and understands what performs well on social media.
Required Skills
Must Have
- Administrative Virtual Assistant experience
- Excellent written English
- Strong customer service experience
- Excellent email communication
- High attention to detail
- Strong organizational skills
- Ability to multitask
- Experience preparing professional documents
- Ability to work independently
- Professional phone etiquette
Preferred
- Previous experience working in a travel agency
- Experience preparing travel quotes and itineraries
- Familiarity with supplier portals
- CRM experience
- Email marketing experience
- Basic video editing skills
- Social media experience
Software & Tools
Current Tools
- Vacation CRM
- Supplier booking portals/websites
- Zoom
Future Tools
- Email marketing platform (TBD)
- AI tools (client is open to recommendations)
Communication
Preferred communication methods:
- Email (Primary)
- Zoom meetings
Ideal Candidate
The ideal VA should be:
- Professional
- Friendly
- Organized
- Detail-oriented
- Proactive
- Reliable
- Customer-focused
- Comfortable communicating with clients
- Able to write polished, professional emails
- Resourceful when gathering information from suppliers
- Able to work independently with minimal supervision
Working Hours
- Start at 10 hours per week
- Ongoing engagement
- Must be available during U.S. Eastern Time (EST) business hours for proposal preparation and client communications
- Future social media work may be completed on a flexible schedule
Success Metrics
The VA will be successful if they can:
- Prepare accurate travel proposals promptly
- Respond professionally to client inquiries
- Maintain an organized CRM
- Deliver excellent customer service
- Assist suppliers efficiently
- Keep client communications moving without delays
- Support business continuity while Kariann is traveling
Important Client Preferences
- Travel industry experience is strongly preferred.
- The client wants someone who communicates warmly, professionally, and confidently with customers.
- The VA should acknowledge client emails promptly, even when awaiting information from suppliers.
- The role is heavily focused on proposal preparation and administrative support during the initial phase.
- Must be available during the client’s business hours (EST).
- The client already has proposal and itinerary templates in Vacation CRM, so much of the work involves following established processes rather than creating materials from scratch.
- The client is open to AI and automation recommendations in the future but prefers to keep processes simple initially.
- The role is expected to grow over time to include email marketing and social media support, making it ideal for someone interested in a long-term position.
- The VA may occasionally make client qualification calls if needed, using the client’s phone system or communication tools.
- The VA should have a good eye for visual content if they eventually take on social media responsibilities.
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