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Travel Planning Coordinator

3 semanas atrás

Rondônia, Brasil beBeeAdministrative Tempo inteiro US$60.000 - US$80.000
Executive Assistant - Travel Planning Expert

We are seeking an Executive Assistant 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 from in-destination tour operator partners and migrating the content to a professional template in Canva.
  • Auditing confirmed client itineraries and bookings prior to travel, ensuring accuracy and attention to detail.
  • Conducting research on potential flight options using Google/ITA Matrix.
  • Creating reusable one-pager material for proposals, such as hotel summaries and destination overviews, to enhance the client experience.
  • Drafting pre-arrival communications to hotels and clients, maintaining clear and concise messaging.
  • Requesting and confirming Concierge requests, such as dining reservations and spa appointments, 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 and recording client preferences, in a secure digital environment.
  • Scheduling site visits with hotel sales managers for clients' self-organized scouting trips.
Requirements:
  • Fluent English language skills, with impeccable grammar (C2 level minimum).
  • Advanced Canva experience, requiring submission of a portfolio or sample work.
  • Strong attention to detail, producing visually flawless and client-caliber work.
  • Excellent sense of aesthetics and formatting, with a preference for luxury and minimalist styles.
  • Ability to meet quick turnaround times, consistently delivering results within 48 hours.
  • High initiative and critical thinking, spotting formatting gaps or client inconsistencies without being instructed.

As an Executive Assistant at our organization, you will have the opportunity to work with a small number of high and ultra-high net worth clients, designing, booking, and coordinating their annual travel plans. This role requires a unique blend of technical, creative, and interpersonal skills, making it an exciting challenge for experienced professionals.