Overview: Travel PR Coordinator & Travel Agent Virtual Assistant Role

(remote work; East Coast Time - Philly based would be a bonus)

A female travel entrepreneur based in Philadelphia is looking for the perfect virtual assistant who has an interest in the public relations field and travel booking. Trip Whisperer Agency is a hybrid of travel PR and travel planning services aka travel agent work. There’s a lot of crossover, and we need someone who is curious about both and learning a lot about the travel industry.

The founder wants to hire someone who can be her right hand (virtual) assistant; someone who wants to be mentored and grow in their career path. Networking and relationships are at the core of her success and everything she does. That takes a lot of time and keeping organized is a big need in order to scale her business. There's new group business on the horizon, so the need for support soon is critical for someone who wants to jump right into the action.

Her business is 90% referral and others come upon her network / info online so it’s important to keep that high-level reputation and consistency people come to expect.

The person who comes on has to be organized and proactive!

Responsibilities:

Maintain a client database and travel agent process forms
Setting up tasks and calendar reminders for itinerary planning
Taking notes on calls (with AI support), and follow up action items
Weekly check-list of priority items for founder and completed tasks
Research travel clients, building profiles on TravelJoy and upload client itineraries
Research new tools and partners to help with business process
Researching destinations and suppliers to keep organized for travel bookings
Calling hotels, suppliers and concierges for certain admin support for travel bookings
Email management: responding to some clients, media and email exchange under direction of the founder
Set up meetings / manage calendar
Help manage media lists, monitor the news and relevant press
Create documents in Canva for reporting, itinerary building and social media
Edit/proof some documents for founder
Support with events if possible & when needed (mostly in NYC) like help research venues, check in, networking with industry colleagues and media, tracking attendance, and helping draft recap
Administrative tasks like billing / invoicing reminders
Brainstorming ideas! Anyone who’s excited about putting on really cool trips and story ideas for the press

Programs and Skills:

Writes well and able to do minor copyediting/proofreading
Email etiquette is positive and polished
Knowledge of Canva; doesn’t have to be a graphic pro, however, familiar and willing to learn
TravelJoy: good if you’re familiar, however, not mandatory as long as will to learn it
Google Suite: Shared documents, managing and organizing documents
Social Media: LinkedIn, Facebook, Instagram are the key platforms
Squarespace: The founder’s site is on the platform; it’s pretty user friendly and might need some uploading of blog posts for example or update press coverage
MailChimp: monthly newsletter is on this platform, so helpful if the person knows or willing to learn the basics
Personable / people person as networking and relationships are paramount

Compensation: $25 an hour and/or based on experience of the ideal candidate. Ideally, we'd like the person can start in a month, once we've been able to review the candidates interested.

This does have room for growth for the person that wants to learn a lot in the travel industry!

Founder Bio:

Jessica Parker is a trusted luxury travel advisor, career publicist, and travel expert who’s frequently quoted in the media. After two decades of working with top travel editors and organizing incredible press trips all over the world, Jessica knows how to craft magazine-worthy journeys for her clients. Throughout her public relations career, she has worked in all aspects of the industry from travel agencies to hotel brands, aviation, and tour operators. Having worked in-house at hotels gives her a unique perspective on the value of travel advisors.

She’s worked for top travel brands and one of the most well-networked PR people, so the new team member would learn a lot and connect with many key people in the industry.

Trip Whisperer Agency

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Travel PR Coordinator + Luxury Travel Agent Virtual Assistant Role