Quintessentially Travel is the luxury travel consultancy within Quintessentially, the world's leading luxury lifestyle concierge. Quintessentially Travel crafts and creates holidays which are tailor-made from start to finish for each individual client. Our clients seek to explore the globe's most glamorous, sought-after and remote destinations all while being treated to VIP benefits and experiences along the way. From the ordinary to the extraordinary, the known to the unknown, we don't just create holidays; we create memories that last a lifetime.
Quintessentially Travel is seeking a full-time Administrative Assistant who wants hands-on experience in the hospitality and customer service industries. The ideal candidate is highly detail-oriented and efficiently organized. In this role, you'll be instrumental in providing seamless administrative support to our travel department, ensuring seamless operations and exceptional service delivery. If you thrive in a dynamic environment and have a knack for coordinating travel logistics, we want to hear from you!
This is a hybrid position, and you are expected to be onsite in our New York or Los Angeles office twice a week, Tuesday's and Thursday's. The contractual hours are 9:30 am to 6:00 pm EST/PST, Monday – Friday. However, it may be the case that to fulfill the duties of the role, different or additional hours may be necessary.
Key Responsibilities:
- Assist in coordinating travel arrangements including flights, hotel accommodations, and ground transportation for travel specialists. This is not a client-facing role.
- Manage travel itineraries, ensuring accuracy and efficiency in timing and scheduling.
- Provide timely assistance and solutions for travel-related inquiries. Resourcefulness and thinking outside of the box are key here.
- Maintain travel databases and records, keeping them updated with relevant information.
- Log all confirmation details and itineraries into our internal CRM system.
- Coordinate directly with hotel suppliers to gather details on room availability and details for clients.
- Support the travel team in preparing reports, presentations, and other documentation (such as gathering visa requirements, itineraries, and documenting travel confirmations).
- Stay updated on travel industry trends and best practices to enhance service delivery.
Qualifications:
- Bachelor's degree or equivalent experience preferred.
- Previous administrative experience supporting a team of 2 or more, preferably in hospitality.
- Ability to work efficiently and effectively both independently and as part of a team with strong follow-through and follow-up skills.
- Strong organizational skills with the ability to prioritize tasks and meet deadlines. Time management is imperative.
- Excellent written and verbal communication skills.
- Proactivity and preemptive.
- Attention to detail and accuracy in data entry and record-keeping.
- Flexibility to adapt to changing priorities and business needs.
- Proficient with Microsoft Office Suite (Excel, Word, One Note and PowerPoint), PDF, and Outlook.
- Fluency in English is a requirement, knowing another language is a plus.
Join our team and play a key role in shaping exceptional travel experiences for our clients and colleagues. Apply now and embark on a rewarding journey with us!