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Assistant Travel Coordinator [CLOSED]

Full Time

Salary: Negotiable

Admin Assistant Project Management Editing & Proofreadi... English - speaking English - writing


Bell & Bly Travel is in the early stages of rapid growth, so this position will be ever evolving and changing. We are looking for someone who is highly detail oriented, operations minded, and obsessed with customer service. This is a hands on role and you’ll be responsible for client documents, operational tasks, researching destinations and making sure our clients enjoy trips of a lifetime!

About us

Bell & Bly Travel is a travel advisory firm set up to inspire and enable people to travel more broadly. We specialize in helping entrepreneurs, executives, families, and couples weave unique experiences throughout their lives. Our mantra is fewer, better clients and we help these clients with all their leisure travel needs.

Bell & Bly Travel is affiliated with Brownell Travel, the oldest and most prestigious travel advisory in the United States. Through that affiliation, Bell & Bly is also Virtuoso and is in partnership with many of the top brands in travel like Four Seasons, Belmond, and Abercrombie & Kent.

 Though we love all kinds of travel, our business model is such that we focus on high-end experiences and luxury hotels. This focus has allowed us to become one of the fastest growing advisories affiliated with Brownell. 

We generally work from 9am ~ 8pm Central Standard Time and Sarah is physically based in Houston when not traveling. We will work out your hours based on your time zone and our needs. 

The founder, Sarah, is an experience entrepreneur and has had a widely varying career path prior to founding Bell & Bly. You can view her LinkedIn profile here. 

 In the next year, we will be setting up a scholarship to help support low income students to study abroad. The faster we grow, the more we can promote travel to younger generations!

About the role

Bell & Bly is at the early stages of rapid growth, so this position will be ever evolving and changing. This makes it a great opportunity for those who can handle a multitude of tasks and some ambiguity. Today we are hiring an Assistant Travel Coordinator, but over time will need more senior levels of coordinators. We would love to hire by August or September 2019.

Primary responsibilities

  • Receive initial itineraries from suppliers, format them to Bell & Bly brand standards and double check all details

  • Create and proofread final itineraries in Axus (web-based platform) for clients – making them both bulletproof (so the client has no unanswered questions) and visually appealing

  •  Set up new client accounts - we are currently trialing TravelJoy for our CRM & Task Lists but also use Active Campaign and Client Base

  • Send VIP emails, bon voyage emails, and welcome home emails

  • Manage client project task lists and help us stay organized

  • Research pre-travel gifts for clients

  • Create pre-travel documents like customized packing lists and guidebooks

  • Complete various destination research

  • Help define company processes and communication cadences

  • Other tasks as assigned

Working style

  • This is a remote position, working directly with the owner/CEO

  • Most work will be assigned digitally via email or team management software but you should be available for calls when needed during regular business hours, Central Standard Time. We can adjust calls late or early to work with schedules 

  • We will establish a regular cadence for check in calls – on these calls we’ll catch up on tasks for the week, share feedback, and brainstorm

  • In the beginning this will be a “right hand man/woman” position with more defined responsibilities forming as we go along

About you

  • You should be HIGHLY detail oriented – creating high quality itineraries is no easy feat. Suppliers often forget small details. It’s our job to catch those before the client even gets the itinerary.

  • You should be operations minded – thinking about streamlining processes and making the client experience better at each step along the way

  • You should have excellent English communication skills – both over the phone and written

  • You should be good at English grammar, writing, and creating clean and attractive documents for clients that elevate our brand

  • You should be highly task oriented and have a great work ethic

  •  You should have integrity and honesty and be able to maintain the highest standards of confidentiality

  •  You should be obsessed with customer service – we advise our clients on how to spend their most valuable asset, their time. Most people have such limited time and budget to put towards this, so we strive to get it right and make it memorable!

  • You and I should get along well and have fun!

  • In your cover letter, please tell me what’s #1 on your bucket list and why

  • You should not be scared to suggest new, faster, or better ways of doing things! I am often too busy to dedicate time to this and appreciate my teams input

  • You should be clear and concise in your communication with me, and appreciate that I will do the same for you. (i.e. let’s be straight forward, no BS)

  • Skills

    • Microsoft Word, Excel, Powerpoint

    • Familiarity with Canva a plus 

    • Prior experience with a CRM system

What’s in it for you?

  • Flexible schedule - work from home, a coffee shop, wherever! As long as you’re putting in the hours and getting high quality work done, it doesn’t matter to us (so long as you’re available for calls when we schedule).

  • Discover the world - experience the travel industry firsthand and quite literally spend your working hours learning about the world

  • Promote tolerance – it is our true belief that travel promotes tolerance and makes our world a better place. We help clients travel more, raise global citizens, and learn about the rest of the world

  • Help grow a business from the ground up – Bell & Bly is one of the fastest growing travel advisories in the USA and we need help to grow even faster

  • Travel – if Bell & Bly hits certain revenue targets, you may become eligible for certain travel related perks

Join me in showing clients the world!

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