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Exec Assistant to the CEO for Luxury Travel Company & Podcast!

Full Time

Salary: 1000.00 USD
Salary Type: Bi-Weekly

English - speaking English - writing

Summary

Bell & Bly Travel is in the early stages of rapid growth, so this position will be ever evolving and changing. I'm looking for someone who is an A-player, highly detail oriented, always looking to improve, and quick to learn. This VA position is more like being my “chief of staff” - this means you'll help on administrative, financial, and operational projects while working to protect my time and help me to have the information needed to be efficient in decision making. 

An A-Player for the VA Role is someone who embodies the following: honesty/integrity, ability to learn quickly, extreme attention to detail, proactivity, ability to prioritize, efficiency, calmness under pressure, enthusiasm, creativity, strong work ethic, great communication skills, and openness to feedback. A-players are always looking for ways to make the business better, to help me free up time, and to learn and grow to make themselves better. They know how to think on their own, proactively get things done, are excited to take on new projects, and are willing to work on things outside their job scope when needed. Last but not least, they know how to ask for help when needed and are committed to making Bell & Bly Travel a fun, healthy, exciting place to work.

About Us/Who We Are

Bell & Bly Travel is a travel 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.

We are also launching a podcast called Luxury Travel Insider that is poised to become the preeminent podcast on luxury travel in the English market. Our podcast guests are the Owners and CEOs of the top hotels and luxury tour operators in the world. 

I'm a bit of a serial entrepreneur. I spend 95% of my time on Bell & Bly Travel and the remainder on other endeavors and mentoring startups. My prior career was in finance and tech and I have an MBA from Stanford and a BBA in Finance from University of Texas. I'm happy to share my knowledge and/or mentor any team members who desire it.  

Last but not least, our core values are important to us and should be to anyone who joins the team:


About the Role

Bell & Bly Travel is undergoing rapid growth. Even through the tough times of Covid - we are still booking travel for our loyal clients and adding new clients. Because of the growth, Covid, the podcast launch, and more - 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. Most tasks will revolve around keeping our operations efficient, managing the podcast workflow, working with Travel Coordinators to prepare client documents, and some personal tasts for me as well.

Primary Responsibilities:

  • Keeping up company dashboards - weekly updates to the company KPI dashboard, the project profitability tracker, etc. 

  • CRM management - keeping our CRM clean and comprehensive, and updating our knowledge database in Airtable 

  • Podcast process - keeping up to date with interview scheduling, interview prep, interview reminders for guests, publishing announcements to interviewees, loading new episodes to Libsyn, drafting/sending emails etc. 

  • Light bookkeeping - recording and categorizing travel expenses, updating Bell & Bly Travel’s weekly sales tracker and monthly income statement

  • Administrative support - managing folders, keeping them clean, putting documents in place for Sarah, adding contacts to Active Campaign, calendar/email management

  • Social media assistance - writing captions, posting, responding to comments 

  • Process Creation - help to systematize Bell & Bly’s processes, creating Standard Operating Procedures from screencast videos made by Sarah and the team, helping to build the Bell & Bly Travel handbook, document manual processes

  • Word processing and preparing/formatting of documents and files such as packing lists and custom destination guides for clients

  • Research as needed - researching destinations, restaurants

  • Creating weekly “client reports” - letting Sarah know who has birthdays, anniversaries, and passport expirations coming up, and drafting emails for each client

  • New Project setup - setting up new trips for our clients across our systems (Asana, Toggl, Google Suite, Airtable)

  • Draft and schedule welcome home and bon voyage emails for Sarah

  • Miscellaneous tasks as assigned 

  • Process dedication and improvement

    • Regularly and effectively using team tools: Asana, Travel Joy, Toggl, Google Suite, etc.

    • Continually helping to update trip planning checklist to reduce errors/improve efficiency

    • Always looking for ways for us to improve as a team and do better for our clients

Working Style

  • This is a remote position, working directly with Sarah and the Travel Coordinators 

  • Most work will be assigned digitally via team management software (Asana) 

  • We will establish a regular cadence for check in calls (about once per week) – on these calls we’ll catch up on tasks for the week, share feedback, and brainstorm. The reason for these calls? This is a VA position, but highly important for us. We view you as a part of the core team and want you to feel included and help you get set up for success! We have a team slack where you can interact as well

  • This is a full time position and we track hours in Toggl. That said, I don’t check hours daily or even weekly - I prefer to trust our team to be working hard and hate to track hours

  • Some days or weeks we will have more work to do that just must get done, others less. We don’t want “clock watchers” on the team. If you have to work 9 or 10 hours one day to get something urgent out but then 5 or 6 the next day, or one day the following week that’s perfect by us. Your commitment to getting the job done is in return for me not micromanaging your hours. 

Training

  • We have a small but growing library of videos for new hires to watch to get up to speed quickly - your training time will be paid! 

  • Initially you’ll also do several calls with Sarah and the Travel Coordinator for training and getting to know us

Who You Are

  • You should have a minimum of 2 years experience as a VA or in a similar role

  • You should be EXTREMELY honest and trustworthy. 

  • You should be highly detail oriented and always focused on checking/double checking. Details are not my favorite thing, so you’ll have to help and should be much better at details than I am! 

  • You should be operations minded – thinking about streamlining processes and making Sarah’s experience, the team’s experience, and the client experience better at each step along the way. Saving time is saving money!

  • You should have excellent English communication skills – especially written, but also over the phone

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

  • You should be able to adapt to Bell & Bly Travel’s style - early on we’ll give lots of feedback on types of photos we like, the type of language we like to use in emails, etc. Even these “subjective” pieces are important to a great product. 

  • You should be highly task oriented and have a great work ethic - we want A players who are committed to getting things right and completed on time 

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

  • You should get along well with our team and have fun! Life is too short to work with a team you don’t like! 

  • 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 always appreciate the team’s 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)

  • You should try to figure things out on your own before asking the team

  • Skills

    • Microsoft Word, Excel, Powerpoint, PDF, google docs, google sheets, gmail

    • Asana and project management tools 

    • Basic Airtable 

    • Social media - Instagram, LinkedIn, Facebook 

    • Basic wordpress to update podcast show note pages (we can train, but this is a plus)

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

  • Learn what it takes to launch and run a podcast 

 

Come work with us and help us inspire others to see the world!

 

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