Luxury Travel Operations VA

About the Role

Boogie Team is looking for a polished proactive and highly organized Luxury Travel Operations Assistant to support a U.S.-based luxury travel advisor.

This role is ideal for someone who does not wait to be told what to do. You should be comfortable reviewing emails identifying required next steps taking ownership of tasks following up with clients and suppliers and asking questions immediately when something is unclear.

You will help manage luxury travel itineraries bookings client communications supplier coordination administrative tasks and day-to-day travel operations. Because clients are often traveling internationally and arrangements can be time-sensitive accuracy responsiveness judgment and follow-through are essential.

The right person will become a dependable extension of the travel advisorsomeone who notices what needs attention and makes sure nothing falls through the cracks.

Key Responsibilities

• Monitor assigned communications and proactively action requests follow-ups and next steps including tasks identified through emails you are copied on.
• Build review and update detailed luxury travel itineraries in Axus ensuring traveler details reservations dates confirmations and special requests are accurate.
• Coordinate professionally with clients hotels DMCs transportation providers restaurants and other travel partners.
• Manage hotel transportation dining concierge and other travel arrangements while tracking confirmations and outstanding requests.
• Maintain organized records of bookings payments commissions deadlines and client information using TripSuite Google Drive spreadsheets and related systems.
• Conduct destination hotel activity entry-requirement and travel-logistics research and present findings clearly and accurately.
• Follow through on open items such as connecting rooms special requests missing confirmations commissions refunds and post-trip adjustments until fully resolved.

Requirements

• At least 2 years of experience in travel hospitality luxury service executive support or a similar high-touch client environment.
• Strong written and spoken English with polished professional communication.
• Exceptional attention to detail particularly when working with names dates reservations payments and travel logistics.
• Demonstrated ability to work proactively and independently rather than waiting for step-by-step instructions.
• Strong follow-through and task-management skills.
• Comfortable reviewing email threads identifying action items and determining appropriate next steps.
• Willingness to ask questions quickly when instructions are unclear rather than leaving a task incomplete.
• Comfortable working during agreed-upon U.S. Pacific Time business hours.
• Ability to handle changing priorities and occasional urgent or time-sensitive travel needs.

Preferred Qualifications

• Previous experience supporting a luxury travel advisor travel agency concierge or high-net-worth clientele.
• Experience using Axus TripSuite Virtuoso or similar travel-industry platforms.
• Experience coordinating with hotels DMCs tour operators transportation providers and other international suppliers.
• Familiarity with Google Workspace Slack spreadsheets and remote collaboration tools.
• Basic understanding of commissions invoices statements refunds or reconciliation.
• Familiarity with Squarespace or ability to handle minor website updates is a plus.

What Success Looks Like

You will be successful in this role if the travel advisor can confidently include you in an email or conversation knowing that you will:

• Recognize when something requires action.
• Take ownership of the next step.
• Follow through without repeated reminders.
• Ask thoughtful questions when clarification is needed.
• Keep details organized and accurate.
• Communicate professionally with clients and suppliers.
• Flag potential issues before they become problems.