Travel Booking Assistant - Remote

About the role

You will own the end to end coordination of client appointments and travel timelines within our virtual scheduling ecosystem. You act as the primary calendar command center ensuring that every consultation, supplier touchpoint, and advisor sync happens at the right time with zero conflicts. You will manage multiple high priority schedules simultaneously while maintaining a calm and professional tone in all written exchanges. This role requires a self driven mindset that anticipates needs before they arise and keeps every travel milestone on track. You will be the first line of defense against double bookings timing gaps and missed deadlines that could impact client experiences. You will work closely with travel advisors to translate their availability into a clear structured schedule that clients can easily navigate. Your work directly influences client satisfaction and retention by making complex travel planning feel effortless and predictable.

Key facts

What you'll do

Coordinate and maintain master calendars for a portfolio of travel advisors using digital scheduling platforms.

Schedule client consultations ensuring optimal advisor availability and minimal wait times for time sensitive requests.

Arrange supplier meetings aligning resort availability vendor timelines and internal team capacity.

Send layered reminders including pre event notifications day before alerts and last minute updates for all scheduled items.

Track critical deadlines such as deposit due dates final payments document submissions and passport expiration timelines.

Organize and update trip milestone sequences showing payment schedules document delivery dates and itinerary lock points.

Communicate professionally and clearly through email in app messages and calendar notes to keep all stakeholders aligned.

Manage rescheduling requests with minimal disruption preserving advisor workloads and client preferences.

Monitor recurring tasks and subscription based items ensuring renewal dates and review periods are captured accurately.

Support trip timeline management by inserting contingency buffers for visa processing shipping delays and weather disruptions.

Communicate time sensitive changes to internal teams highlighting impacts on downstream tasks and dependencies.

Verify appointment details within scheduling tools confirming links meeting codes and contact information before go live.

Maintain data integrity by updating scheduling dashboards with real time status changes and outcome notes for each interaction.

Assist in onboarding new advisors by mapping out their availability structures and building starter calendar templates.

Requirements

Strong time management and organization skills with demonstrated ability to manage overlapping deadlines and priorities.

Excellent written and verbal communication with a focus on clarity tone and professionalism in remote interactions.

Comfortable using Google Calendar scheduling tools and email platforms for high volume coordination tasks.

Ability to multitask and work independently in a remote setting while maintaining accuracy and attention to detail.

Prior experience in scheduling admin or customer service is a plus indicating familiarity with structured workflows.

Enthusiasm for travel is a bonus but not required as training will cover industry specific terminology and processes.

Ability to follow detailed instructions and adhere to established procedures while exercising sound judgment.

Reliability and consistency in meeting commitments ensuring that appointments reminders and updates are handled promptly.

Nice to have

Experience with luxury travel segments destination weddings honeymoons or cruise planning.

Understanding of payment scheduling deposit tracking and invoice coordination within travel workflows.

Basic familiarity with travel management software or booking platforms used by advisors and suppliers.

Ability to adapt quickly to new scheduling tools and technology interfaces with minimal guidance.

Strong grasp of time zones and their impact on international client and supplier coordination.

Comfort working with confidential client information and adhering to data privacy best practices.

Practical notes

This is a remote role based in California with flexible hours designed to support work life balance.

Training and ongoing support are provided by a collaborative team to ensure consistent processes and high quality output.

Performance based incentives may be available through administrative project support and measurable contributions to scheduling efficiency.

Growth pathways exist into roles in travel planning or operations for candidates who demonstrate strong ownership and progression.

Access to travel industry benefits and discounts may be granted following successful completion of training and performance review.

The schedule is designed to accommodate remote work routines with clear expectations around responsiveness and deadline adherence.