Executive Assistant w/ Travel Agency Experience | Morning Shift

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Email subject: Executive Assistant TA| Indicate your salary expectation

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Job Description
This is a remote position.

We are seeking a highly organized and efficient Executive Assistant with a strong passion for travel and tourism. In this role, you will provide comprehensive administrative support to our team, ensuring the smooth operation of our travel business. The successful candidate will be responsible for managing the director’s calendar and email, implementing software and business tools, handling client onboarding and follow-ups, managing files, and ensuring process compliance. The target start date would be beginning of March 2024.

Requirements
Proven experience as an Executive Assistant or in a similar role, preferably in a virtual or remote setting.
Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively.
Strong written and verbal communication skills, maintaining professionalism at all levels.
Proficiency in virtual communication and collaboration tools (e.g., video conferencing, project management software, cloud storage).
High proficiency in office software, including word processing, spreadsheet, and presentation applications.
Impeccable attention to detail and accuracy in all tasks.
Ability to work independently with minimal supervision and demonstrate a proactive approach.
Discretion and confidentiality in handling sensitive information.
Adaptability to changing priorities and the ability to thrive in a fast-paced environment.
Availability and responsiveness during agreed-upon working hours.
Social media skills (Facebook, Instagram, and LinkedIn).
C1-C2 (superior to distinguished) level of written and spoken English.

Responsibilities
Manage and maintain the executive’s calendar, scheduling meetings, appointments, and travel arrangements.
Coordinate and prioritize incoming requests, emails, and phone calls, ensuring timely responses and appropriate action.
Prepare and edit correspondence, itineraries, reports, presentations, and other documents as required.
Conduct research, gather data, and prepare briefing materials for meetings and projects.
Assist in organizing and coordinating internal and external meetings, including logistics, agendas, and follow-up actions.
Track and manage important deadlines, deliverables, and commitments to ensure timely completion.
Collaborate with other team members and departments to facilitate efficient communication and information flow.
Handle confidential and sensitive information with the utmost discretion and professionalism.
Manage and maintain electronic and physical files, documents, and records.
Perform general administrative tasks, including expense tracking, invoice processing, and maintaining office supplies.
Monthly reporting to preferred travel partners.
Social media management, including content creation and comment responses.
Typing up touring itineraries.
Creating proforma invoices.
Website edits and updates.
Newsletter setup.
Updating product database with product descriptions.
Managing client portal logins for our reservations system.
Checking our final payment report.
Setting up admin functions for new tours in reservations system.
Answering live chat.
Creating purchase orders.
Assisting with follow-ups on existing inquiries via phone/email.
Managing the phone roster.
Inbox management.