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, and pays extreme attention to detail. They are proactive and efficient, prioritize well, and remain calm under pressure. They communicate clearly, work with enthusiasm and creativity, and take pride in producing top quality work. A-Players are energized by challenges, open to feedback, and always looking for ways to improve themselves, the client experience, and the business as a whole.

They know how to take initiative, follow through, and ask for help when needed. They are excited to jump into new projects, even outside their job scope, 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 travel firm set up to inspire and enable people to travel more broadly. We specialize in helping entrepreneurs, executives, families, and couples weave unique experiences throughout their lives. Our mantra is fewer, better clients and we help these clients with all their leisure travel needs.

Bell & Bly Travel is a member of Virtuoso and is in partnership with many of the top brands in travel like Rosewood, Rocco Forte, Oetker and more. In 2001 we won Virtuoso’s Most Innovative Travel Advisor, out of 12,000 travel advisors worldwide, a huge honor in the industry. We were also selected for the prestigious Travel + Leisure A List as well as Conde Nast’s Top Travel Specialists list. 

Though we love all kinds of travel, our business model is such that we exclusively focus on high-end experiences and luxury hotels. This focus has allowed us to become one of the fastest growing firms in the industry. 

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 do have a strong preference for team members who can closely align with the same time zone (Western Hemisphere). Some overlap will be 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 adventure: We encourage curiosity, exploration, and helping clients step outside their comfort zones.

• 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. That makes it a great opportunity for someone who thrives on variety, can manage ambiguity, 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 all parts of the client experience, from research and administrative work to creating beautiful itineraries and helping manage active trips. The right person for this role is excited to learn, willing to pitch in wherever needed, and takes pride in delivering excellent work.

Primary Responsibilities

• Trip Design & Management

  • Complete project setup and manage Asana, client folders, and databases like Tres and Airtable.

  • Regularly update client records and ensure internal systems reflect the latest trip information.

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

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

  • Convert supplier proposals into branded client documents that reflect our 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 and enthusiastically with hotel and supplier partners, and eventually with clients.

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

  • Double check proposals and itinerary documents created by other team members to ensure accuracy and clarity.

  • Take full ownership of the details, double checking every component of a trip to ensure accuracy, consistency, and alignment with client expectations.

  • Help brainstorm thoughtful touches that enhance the client experience.

  • Monitor live trips and stay available to support your projects while clients are traveling, including responding to time sensitive issues that may arise outside of standard working hours (this is rare, but important).

•  Process Dedication & Team Operations

  • Use internal tools like Asana, Airtable, Slack, Google Suite, and Toggl with consistency and attention to detail.

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

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

Working Style

• This is a remote position, reporting directly to the Travel Designers and collaborating closely with Coordinators and the broader team

• Most work will be assigned digitally via team management software but you should be available for calls when needed during regular business hours Central Standard Time.

• We will establish a regular cadence for check in calls – on these calls we’ll catch up on tasks for the week, share feedback, and brainstorm. You’ll also attend the weekly team call to keep up with what client projects we’re working on. 

• You should feel comfortable working independently, staying organized, and asking for help when needed.

• Some flexibility is expected when clients are traveling. While rare, you may need to respond to urgent issues outside of standard business hours.

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

Training

• We have systemized a lot of our training so your first week will be consuming a lot of videos we’ve made, reading manuals, and talking with the team.

• After the initial week of training, training will be as we go - we believe learning our style and then implementing it is better for retention.

• There will be some evening/weekend hours as you take ownership of your projects and clients, you’ll need to be responsive in emergency situations or when items are urgent and cannot wait (for example making payment on a trip where the hotel is about to be sold out). We try to limit this as much as possible but this is not a role for anyone who isn’t dedicated to client experience. 

Growth Opportunities

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

• Our ideal candidate is not just looking for a job, but for a place to 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 full Travel Coordinator within six to twelve months.

  • Assistant Travel Coordinators provide behind-the-scenes support to Travel Coordinators and Designers. This includes creating client documents, drafting emails, and communicating with partners and suppliers.

  • Travel Coordinators work directly with a Travel Designer, taking full ownership of the project once the client is ready to book. They are responsible for managing trip logistics, overseeing client communication, and ensuring a seamless, high quality experience.

  • Travel Designers are the primary point of contact for our repeat clients. They are assigned trips once the design is approved and manage the entire journey from start to finish, with support from Coordinators along the way.

Who You Are

• You are highly detail oriented and take pride in delivering polished, accurate work every single time. You understand that even the smallest mistake can impact the client experience.

• You are exceptionally strong in English, both written and spoken. You can write clearly and professionally, communicate confidently with native English-speaking clients and partners, and adapt your tone to match our brand voice.

• You are organized and efficient. You know how to prioritize tasks, work quickly without sacrificing quality, and maintain a strong sense of urgency when working on client trips.

• You are customer service oriented and understand that we are advising clients on how to spend their most valuable asset: their time. You care deeply about getting things right, being responsive, and going above and beyond.

• You have a strong sense of personal responsibility. You follow through on what you say you will do and hold yourself to a high standard of performance.

• You are honest, trustworthy, and able to handle sensitive client and company information with the highest level of confidentiality.

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

• You are curious and resourceful. You enjoy learning about new destinations, tools, and workflows, and you take initiative when something is unclear or needs improvement.

• You are open to feedback and motivated by high expectations. You see feedback as an opportunity to grow, and you apply it quickly.

• You are comfortable working independently and staying focused in a remote environment, but you also enjoy being part of a supportive, high-performing team.

• You are excited about the potential to grow within the company and are looking for a long-term opportunity to build a career at Bell & Bly Travel.

Skills & Knowledge

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

• Strong proficiency with Google Suite (Docs, Sheets, Slides, Drive)

• Comfortable using Microsoft Word, Excel, and PowerPoint

• Able to create and edit polished, client-ready PDFs

• Experience with project management tools like Asana is strongly preferred

• Familiarity with working in a remote team environment is a plus

What’s in it for you?

• Flexible schedule – work from home, a coffee shop, wherever! As long as you’re putting in the hours and getting high quality work done, it doesn’t matter to us (so long as you’re available for calls when we schedule them and get back to clients/partners in a timely manner).

• Discover the world – experience the travel industry firsthand and quite literally spend your working hours learning about the world!

• Promote tolerance – it is our true belief that travel promotes tolerance and makes our world a better place. We help clients travel more, raise global citizens, and learn about the rest of the world.

• Be part of an industry powerhouse – Bell & Bly is one of the fastest growing travel agencies in the USA with a highly esteemed international reputation, and we need help to grow even faster!

• Travel – through our close industry partnerships you can enjoy discounts on your own personal travels and inclusion on our team trip.

Come Work With Us and Show People the World!