Assistant Travel Coordinator

Summary

Bell & Bly Travel is one of the fastest-growing luxury travel firms in the United States, so this position will be ever evolving and changing. We’re seeking a detail-obsessed, highly organized, and proactive individual to join our globally-based remote team. The Assistant Travel Coordinator plays a crucial role supporting our Travel Designers and Coordinators to ensure our clients enjoy trips of a lifetime! 

An A-Player in this role embodies honesty and integrity, learns quickly, communicates clearly, and takes pride in producing excellent work. They know how to prioritize, follow through, take initiative, and ask for help when needed. They are energized by challenges, receptive to feedback, and always looking for ways to improve themselves, the client experience, and the business as a whole.

They are also excited to jump into new projects, even when they fall outside the typical scope of the role, and approach each day with a team-first mindset. Most importantly, they are committed to making Bell & Bly Travel a fun, healthy, and inspiring place to work

About Us

Bell & Bly Travel is a luxury travel firm created to inspire and enable people to travel more broadly. We specialize in helping entrepreneurs, executives, families, and couples weave meaningful travel experiences throughout their lives. Our mantra is fewer, better clients, allowing us to build long-term relationships and help those clients with all of their leisure travel needs.

Bell & Bly Travel is a member of Virtuoso and works closely with many of the world’s leading luxury hotels, travel companies, and destination partners. We have been recognized with Virtuoso’s Most Innovative Travel Advisor award and selected for both the prestigious Travel + Leisure A-List and Condé Nast Traveler’s Top Travel Specialists list.

While we love all kinds of travel, our business exclusively focuses on high-end experiences and luxury hotels. This specialization has helped us become one of the fastest-growing firms in the industry while developing an esteemed international reputation.

We have also endowed a scholarship at the University of Texas at Austin to help support low income students to study abroad. The faster we grow, the more we can add to this scholarship and promote travel to younger generations!

Who We Are

Bell & Bly’s CEO, Sarah, is an experienced entrepreneur and has had a widely varying career path prior to founding Bell & Bly. You can view her LinkedIn profile here.

Our General Manager, Rachael, has over a decade of experience planning high-end travel and manages the day-to-day operations of the team. You can view her LinkedIn profile here. 

Sarah and Rachael generally work during regular Central Time business hours. A flexible schedule will be considered for the right fit, but we have a strong preference for team members who can closely align with the same time zone, particularly those based in the Western Hemisphere. Meaningful overlap with Central Time business hours is required.

Our Core Values

Last but not least, our core values are important to us and should be to anyone who joins the team:

• Love Our Customers: We treat our clients like family and extend that same care to our partners and team members.

• Cultivate Wellbeing: Grounded in positive psychology, we design travel experiences that cultivate joy, connection, and meaning, helping our clients flourish long after they return home.

• Always Be Learning: We are committed to growing as individuals and as a team, continuously improving our knowledge, skills, and service.

About the Role

Bell & Bly Travel is undergoing rapid growth, which means this role will continue to evolve over time. It’s a great opportunity for someone who thrives on variety, can adapt quickly, and is excited to grow alongside the company.

As an Assistant Travel Coordinator, you will provide high-quality, detail-oriented support to our Travel Designers and Coordinators. Your work will touch nearly every part of the client experience, from research and administrative support to creating beautiful itineraries and assisting with active trips.

The right person for this role is excited to learn, willing to pitch in wherever needed, and takes genuine pride in getting the details right.

Primary Responsibilities

• Trip Design & Management

  • Set up and maintain trip projects across Asana, client folders, TRES, Airtable, and other internal systems, ensuring information remains accurate and up to date.

  • Support trip logistics from design approval through travel, including payment collection, insurance, VIP communications, final confirmations, and post-trip audits.

  • Build and maintain “bulletproof” final itineraries in Axus that are comprehensive, accurate, and visually polished.

  • Convert supplier proposals into branded client documents that reflect Bell & Bly’s tone, formatting, and brand standards.

  • Create supporting materials such as packing lists, destination guides, local recommendations, and travel briefs.

• Collaboration & Support

  • Work closely with Travel Designers and Coordinators on client trips and internal initiatives.

  • Communicate professionally, warmly, and enthusiastically with hotel and supplier partners and, as you progress in the role, with clients.

  • Conduct destination research and assist with early-stage proposal development.

  • Review proposals, itineraries, and other client documents for accuracy, consistency, and clarity.

  • Double-check trip components to ensure the details align across confirmations, itineraries, internal systems, and client communications.

  • Help brainstorm thoughtful touches and recommendations that elevate the client experience.

  • Support active trips and help troubleshoot time-sensitive issues as they arise.

•  Process Dedication & Team Operations

  • Use internal tools including Asana, Airtable, Slack, Google Workspace, and Toggl consistently and accurately.

  • Maintain and improve checklists, SOPs, shared resources, and templates.

  • Share ideas for improving efficiency, reducing errors, and elevating the client experience across the team.

  • Embrace new tools and technologies that can help the team work smarter and deliver better service.

Working Style

• This is a remote position, working closely with Travel Designers, Coordinators, and the broader Bell & Bly team.

• Most work will be assigned digitally through our project management systems, but you must be available for calls and team collaboration during agreed-upon working hours, with significant overlap with Central Time.

• We will establish a regular cadence of check-in calls to review priorities, share feedback, troubleshoot challenges, and brainstorm. You will also attend our weekly team call to stay connected to client projects and company initiatives.

• You should feel comfortable working independently, managing competing priorities, staying organized, and proactively asking questions when something is unclear.

• Travel does not operate on a perfect 9-to-5 schedule, and neither does this role. While the majority of work takes place during normal business hours, clients travel across time zones and urgent situations occasionally arise. Team members must be willing and able to respond to genuinely time-sensitive client or trip needs outside standard working hours, including evenings and weekends when necessary. We work hard to keep this reasonable, but flexibility and responsiveness are requirements of the role.

• Clear communication, personal accountability, good judgment, and a solutions-oriented mindset are essential in our remote, fast-paced work environment.

Training

• We have systemized much of our initial training, so your first week will include training videos, manuals, exercises, and conversations with members of the team.

• After the initial training period, much of your development will happen through hands-on work. We believe learning our approach and then putting it into practice is the best way to build knowledge and confidence.

• You will receive ongoing feedback as you take on new responsibilities, with the expectation that you apply what you learn and become increasingly independent over time.

Growth Opportunities

• This role is designed as a stepping stone into a long-term career at Bell & Bly Travel.

• Our ideal candidate is not simply looking for a job, but for a place to learn, contribute, and grow. We are committed to promoting from within and providing clear pathways for advancement.

• We aim to promote strong performers from Assistant Travel Coordinator to Travel Coordinator within approximately six to twelve months, based on performance and readiness.

  • Assistant Travel Coordinators provide behind-the-scenes support to Travel Coordinators and Designers. This includes creating client documents, drafting communications, conducting research, maintaining trip details, and communicating with partners and suppliers.

  • Travel Coordinators work directly with a Travel Designer and take ownership of trip execution once a client is ready to book. They are responsible for managing logistics, overseeing client communication, and ensuring a seamless, high-quality experience from booking through travel.

  • Senior Travel Coordinators begin taking on greater ownership of both client relationships and trip design. They serve as the primary point of contact for hotel-only bookings, support clients throughout the design and operations phases, gather and incorporate pre- and post-travel feedback, and deepen their understanding of each client by reviewing past trips, preferences, and feedback. They also take increasing responsibility for their own destination and industry expertise through consistent research, partner relationships, webinars, and other ongoing learning as they prepare to become full Travel Designers.

  • Travel Designers are the primary point of contact for our repeat clients. They guide the overall trip strategy and design, with support from Coordinators and Assistant Coordinators throughout the planning and execution process.

Who You Are

• You are exceptionally detail-oriented and take pride in delivering polished, accurate work. You understand that in luxury travel, small details matter.

• You are fluent in English, both written and spoken. You can write clearly, naturally, and professionally; communicate confidently with native English-speaking clients and partners; and adapt your tone to match Bell & Bly’s brand voice. This is an essential requirement of the role.

• You are organized and efficient. You can prioritize competing tasks, work with a strong sense of urgency, and move quickly without sacrificing accuracy.

• You are customer-service oriented and understand that we are advising clients on how to spend one of their most valuable assets: their time. You care deeply about getting things right, being responsive, and delivering an exceptional experience.

• You have a strong sense of personal responsibility. You follow through on commitments, take ownership of mistakes, and hold yourself to a high standard.

In your application video, please tell us what’s #1 on your bucket list and why.

• You are honest, trustworthy, and comfortable handling sensitive client and company information with discretion.

• You are curious and resourceful. You enjoy learning about new destinations, systems, and ways of working, and you take initiative when something is unclear or could be improved.

• You are receptive to feedback and motivated by high expectations. You apply feedback quickly and view it as an important part of professional growth.

• You are comfortable working independently and staying focused in a remote environment while also enjoying being part of a collaborative, high-performing team.

• You are adaptable and comfortable with a role where priorities can shift quickly. You understand that excellent client service sometimes requires flexibility beyond a traditional workday.

• You are excited about the opportunity to grow within the company and are looking for a long-term place to build your career.

Skills & Knowledge

• Excellent written and spoken English, with the ability to communicate clearly, professionally, and confidently with native English speakers.

• Strong proficiency with Google Workspace, including Docs, Sheets, Slides, and Drive.

• Comfortable using Microsoft Word, Excel, and PowerPoint.

• Able to create, edit, and quality-check polished, client-ready documents and PDFs.

• Comfortable learning and working across multiple digital systems and switching between tools throughout the workday.

• Experience with project management tools such as Asana is strongly preferred.

• Proficiency with AI tools and an understanding of how to use them effectively and responsibly in a professional setting is desired, but not required.

• Familiarity with Airtable or other database tools is a plus.

• Experience working as part of a remote team is a plus.

What’s in it for you?

• Flexible, remote work – Work from home, a coffee shop, or wherever you do your best work. We care about the quality of your work, your responsiveness, and your ability to collaborate with the team, not where your desk happens to be!

• Build a career in luxury travel – This is an opportunity to learn the industry firsthand, develop valuable skills, and grow into increasingly responsible roles within Bell & Bly.

• Discover the world – Spend your working hours learning about extraordinary destinations, hotels, cultures, and experiences around the globe.

• Promote tolerance through travel – We believe travel helps people understand one another and makes the world a better place. Our work helps clients travel more broadly, raise global citizens, and develop deeper connections to the world around them.

• Be part of a growing industry leader – Bell & Bly is one of the fastest-growing travel agencies in the United States with a highly regarded international reputation, and you will have the opportunity to grow alongside us.

• Experience the industry yourself – Through our close industry partnerships, team members have access to opportunities and preferred rates for personal travel, as well as inclusion in our team trip.

Come Work With Us and Show People the World!