Job Description
Executive Assistant – Luxury Travel
Role Overview
The Executive Assistant will provide high-level administrative, operational, client, and travel support within a fast-paced luxury travel business. This role is designed to give the business owner dependable day-to-day support across client itineraries, travel logistics, calendar and inbox management, partner communication, commission tracking, invoice administration, digital records, and light marketing execution.

The ideal candidate must be highly organized, proactive, detail-oriented, and comfortable supporting multiple active trips at the same time. Strong written English, grammar, proofreading, professional communication, and reliable follow-through are essential. This role requires someone who can work independently, reduce the need for constant rechecking, and ensure client-facing materials are accurate, polished, and professionally prepared.

Key ResponsibilitiesExecutive and Administrative Support

- Provide daily administrative and operational support to the business owner.
- Manage complex calendars, meetings, appointments, and scheduling priorities.
- Support inbox management, correspondence, executive communication, and partner follow-ups.
- Coordinate domestic and international travel arrangements as needed.
- Maintain organized digital records, workflows, deadlines, trip files, and deliverables.
- Follow through on open items, pending requests, and time-sensitive tasks.
- Coordinate conferences, events, business meetings, and other operational initiatives.
- Support accurate documentation, file organization, and administrative tracking.

Luxury Travel and Client Support

- Prepare, review, and quality-check client itineraries and travel documents before client delivery.
- Ensure dates, travel requirements, accommodations, cruises, honeymoon package details, and other trip information are accurate.
- Review client-facing materials carefully to avoid errors in travel documentation.
- Coordinate with clients, hotels, suppliers, travel partners, accounting contacts, and other stakeholders.
- Support communication with hotels and partners using professional grammar, correct tense, and polished written English.
- Help manage multiple active trips and priorities while keeping records current and accurate.
- Ensure trip details are carried over correctly across systems, documents, and communications.
- Support travel logistics and follow-up items related to accommodations, cruises, booked properties, and supplier requirements.

Commission, Invoice, and Bookkeeping Support

- Track commissions in Scion.
- Review unpaid or unreconciled commissions and identify items requiring follow-up.




- Follow up with suppliers regarding unpaid commissions or missing payments.
- Copy the accounting team on commission-related follow-ups when appropriate.
- Review commission records to ensure payments are properly connected to client bookings.
- Update, amend, and annotate supplier PDF invoices when details need to be corrected.
- Amend PDF invoices when supplier addresses change or when invoice information is not updated in Coastline systems.
- Consolidate PDF invoice details when suppliers require multiple booked units or properties to appear on one invoice.
- Support bookkeeping-related documentation by keeping commission, supplier, and invoice information organized and accurate.

Marketing and Content Support

- Provide administrative marketing support using existing Coastline and Le Reve Luxury Travel materials.
- Adapt Coastline marketing materials by adding Le Reve Luxury Travel branding.
- Create simple Canva graphics, including client testimonial posts and other branded materials.
- Upload completed blog content to the company website.
- Build custom newsletter templates when needed.
- Support light social media and marketing execution by preparing materials for review and posting.
- Assist with marketing-related administrative tasks when materials need to be adjusted, branded, uploaded, or formatted.

Systems and Technology

- Use Travel Joy for trip-based client communication and CRM-related workflows.
- Support itinerary-building through Travify and assist with the future transition to Safari Portal.
- Use Safari Portal once implemented as part of the itinerary management process.
- Work within the True Veil dashboard for travel-industry marketing and website-related support.
- Use Microsoft tools and Google Docs for documentation and administrative work.
- Work with PDFs and digital document editing tools to amend, annotate, and update supplier documents.
- Use Canva for simple design, branding, testimonial posts, and light marketing materials.
- Use WhatsApp or other digital communication channels to coordinate with travel partners when required.
- Use the assigned operations email address to communicate on behalf of the business in a skilled and brand-aligned manner.
- Learn client-specific platforms, dashboards, and travel-industry tools as required.

Required Skills and Experience





- Experience in the travel industry or strong working knowledge of travel operations is highly preferred.
- Familiarity with itinerary-building, supplier coordination, client travel documentation, and travel logistics.
- Strong written English, grammar, proofreading, and professional correspondence skills.
- Excellent attention to detail, especially when reviewing itineraries, travel documents, invoices, and client-facing communications.
- Ability to manage multiple active trips, priorities, deadlines, and follow-ups without requiring constant rechecking.
- Strong organizational skills and proactive task management.
- Ability to communicate professionally with clients, hotels, suppliers, travel partners, accounting contacts, and internal stakeholders.
- High comfort level with digital systems, CRMs, dashboards, PDFs, document editing, and online communication platforms.
- Ability to learn new tools and follow structured workflows.
- Strong follow-through and ability to track open items until completion.
- Professional judgment when handling client-facing communication and time-sensitive travel details.

Preferred Technology Experience

- Travel Joy
- Travify
- Safari Portal
- Scion
- True Veil
- Canva
- Microsoft tools
- Google Docs
- PDF editing and annotation tools
- WhatsApp
- Digital communication platforms
- Website or blog upload platforms
- Newsletter template tools
- Travel-industry CRMs or itinerary-building systems

Work Schedule

7:00 AM to 4:00 PM Central Time, including a one-hour lunch break.

Ideal Candidate Profile

The ideal candidate is highly organized, proactive, detail-oriented, and experienced in or strongly familiar with travel operations. They should be able to manage multiple active trips, review documents carefully, maintain accurate records, and communicate professionally with clients, hotels, suppliers, and partners.

This person must have strong written English and the ability to proofread communications before sending them. They should be comfortable working in a fast-paced luxury travel environment where small details matter, client-facing accuracy is critical, and the business owner needs dependable support without having to constantly recheck work.

The right candidate will be reliable, polished, resourceful, and comfortable learning travel-specific systems such as Travel Joy, Travify, Safari Portal, Scion, and True Veil. They should bring strong follow-through, sound judgment, and the ability to keep workflows moving across client trips, supplier communication, commission tracking, invoice updates, and marketing support.

Pay: ₹30,000.00 - ₹35,000.00 per month

Work Location: Remote

📌 Executive Assistant - Luxury Travel (India)
🏢 Flowz Staffing
📍 India