Executive Assistant

**Work Arrangement**: Fully remote
**Job type**: Full-time, Independent Contractor
**Salary Range**: Competitive; based on experience
**Work Schedule**: 40 hours per week, Monday-Friday; Required availability: 9 AM - 5 PM CET
**Holidays Observed**: US Federal Holidays
**About Pearl talent**:
- Hear why we exist, what we believe in, and who we're building for: WATCH HERE
Why Work with Us?
**About the Company**: Our client is a Northern Virginia-based boutique travel planning company specializing in high-end accommodations and travel experiences. We work with a small number of high and ultra-high net worth clients to design, book, and coordinate their annual travel plans, from straightforward hotel bookings to more complex multi-leg itineraries. Our clients seek the best of the best, and our role is to curate and execute their dream vacations with the highest level of white glove service.
Role Overview
We are seeking an incredibly detail-oriented Travel Coordinator to join our fast growing travel agency and enable us to accept more trip planning inquiries, with a faster turnaround time from the proposal design to the proposal presentation.
**Key Responsibilities**:
- Taking itinerary proposals (in Axus, Travefy, Word/PDF, etc.) from our in-destination tour operator partners and migrating the content to the Tretter Travel itinerary proposal template in Canva
- Auditing confirmed client itineraries and bookings prior to travel
- Researching potential flight options on Google/ITA Matrix
- Creating reusable one-pager material for proposals, such as hotel summaries and destination overviews
- Drafting pre-arrival communications to hotels and clients
- Requesting and confirming Concierge requests, such as dining reservations, spa appointments, etc. on behalf of clients
- Preparing client folders with all confirmed travel documents, including booking confirmations and e-tickets
- Maintaining client profile data, including uploading passport copies, recording client preferences, etc. in our Google Drive
- Scheduling site visits with hotel sales managers for the client's self-organized scouting trips
**Tools You'll Use**:
- Canva - Primary tool for itinerary formatting and visual assets
- ClickUp (or similar) - For internal task management and status tracking
- Google Workspace - Docs, Sheets, Gmail
- Internal folders and templates - For SOPs, style guides, and shared itinerary builds
**Requirements**:
**Non-Negotiables**:
- Fluent English and impeccable grammar (C2 level minimum)
- Advanced Canva experience (must submit portfolio or sample work)
- High attention to detail — this role must produce visually flawless, client-caliber work
- Strong sense of aesthetics and formatting (luxury, mínimalist taste preferred)
- Quick turnaround: must consistently hit < 48-hour delivery windows
- High initiative and critical thinking — should spot formatting gaps or client inconsistencies without being told
**Nice-to-Haves**:
- Experience working in luxury travel or event planning
- Background in design, layout, or editorial production
- Familiarity with itinerary tools, trip planners, or travel industry docs
- Ability to scale hours as business demand increases
**Benefits**:
**Remote work**: work from anywhere, fully remote
**PTO**: U.S federal holidays, 15 days paid time off per year
**Mentorship**: Work directly with a U.S - based client and leadership team
**Learning & Development**: Access to financial tools and courses
**Wellness**: Flexible schedule, autonomy, and space for deep work
**Our Recruitment Process**:
- Application
- Screening
- Skills Assessment
- Top-grading interview
- Client Interview
- Job Offer
- Client Onboarding

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