Role Overview

We are seeking a highly organized and detail-driven Luxury Travel Assistant to provide administrative and sourcing support to a senior concierge team. This role is essential in ensuring the seamless execution of luxury travel arrangements for ultra-high-net-worth (UHNW) clients.

You will work primarily behind the scenes, managing travel bookings, supplier communications, and calendar coordination with precision, speed, and discretion.

Schedule

• Wednesdays to Sundays, 2:00 pm to 12:00 am (Australian Eastern Time)
• Schedule priority: 2:00 pm to 10:00 pm (8 hours per day)

Core Responsibilities

✈️ Travel Administration & Booking Support

• Source luxury hotels and preferred suppliers through internal databases
• Request and compare quotes based on specific client requirements
• Track availability, holds, and confirmations
• Maintain comprehensive quote summaries for senior team review

📅 Calendar & Scheduling Management

• Manage shared travel calendars and booking timelines
• Schedule internal meetings and supplier calls
• Track payment deadlines and time zone differences
• Maintain accurate records in Google Sheets

🏨 Booking & Commission Tracking

• Record confirmed hotel bookings in Tramada (for commission purposes)
• Ensure all bookings are logged accurately and ready for reconciliation

📂 Supplier Coordination

• Maintain communication with approved suppliers, hotels, and DMCs
• Flag discrepancies, contract issues, and VIP benefits to senior managers
• Keep detailed and accurate communication records

Skills & Experience

• Minimum 2+ years in luxury travel, concierge, or high-end hospitality administration
• Strong understanding of luxury hotel standards and client expectations
• Experience in requesting bespoke rates from hotels
• Exceptional written communication skills
• High proficiency in Google Workspace
• Familiarity with Tramada (preferred but not essential)
• Excellent time zone management and multitasking abilities

Personal Attributes

• Uncompromising attention to detail
• Structured, process-driven, and solutions-oriented
• Calm, professional, and discreet
• High standards of follow-through and accountability

What This Role is Not:

• Not a strategic travel designer

• Not a client relationship lead

• Not a sales role
• This is an execution-focused, high-performance support role within a luxury environment.

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Health insurance coverage for eligible locations

Note

• Please click the Apply button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.