Travel & Concierge Operations Assistant

Assist World

South Africa Remote permanent

Posted: February 12, 2026

Job Description

We're hiring a full-time Travel & Concierge Operations Assistant (Virtual) to support a high-touch travel & concierge business serving HNW/UHNW clients who expect fast turnaround, high accuracy, and calm, confident communication.
This role blends travel admin + itinerary management + back-office operations, with content/collateral creation during downtime (newsletters, one-pagers, event promotions, supplier database building).

Key Responsibilities

Travel & Concierge Operations (Core):
• Create and manage detailed itineraries for high-end clients (individuals and groups)
• Coordinate complex bookings and logistics:
• Flights monitoring/changes and re-accommodation support
• Hotel bookings, activities, dining, transport, VIP services
• Track group travel details (who is booked where, rooming lists, confirmations, changes, deadlines)
• Maintain accurate back-office tracking for multiple travelers and moving parts

Client & Supplier Communication:
• Handle correspondence with clients and suppliers via email/WhatsApp and phone when needed
• Act as an emergency point of contact for traveling clients when the team is unavailable
• Manage impatient/panicky requests with a calm, solution-focused approach

Systems, Databases & Admin:
• Build and maintain a supplier database (global suppliers)
• Maintain a CRM-style database (currently Excel-based; may move to software later)
• Maintain internal tracking sheets, templates, and workflows for repeatable concierge services

Content & Marketing Collateral (Secondary):
• Create polished client-facing collateral (not heavy social media management):
• 1–2 page event flyers and "special access" announcements
• Newsletter drafts and simple layouts
• Luxury event roundups (e.g., Formula 1 packages, seasonal events)
• Produce clean graphics/layouts using Canva (or similar) based on rough direction/inputs

Tools & Systems:
• Excel / Google Sheets (required)
• Canva (strongly preferred)
• Comfortable learning travel platforms (bedbanks), supplier portals, and basic CRM tools
• Bonus: GDS exposure, ticketing experience, or past travel agency/concierge systems

Must-Haves:
• Travel / concierge industry experience (itinerary planning + supplier coordination)
• Excellent spoken and written English; professional phone manner
• High attention to detail (HNW service = no avoidable mistakes)
• Calm under pressure; can handle urgent and last-minute changes
• Comfortable with occasional after-hours/weekend support (as-needed)

Working Hours:
• Full-time (40 hrs/week) aligned to Dubai time
• Typical schedule: 9am–5pm Dubai, with flexibility for occasional after-hours and limited weekend support when clients are traveling

Why Join Assist World?

100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM

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