Summary

Bell & Bly Travel is in a growth phase, so this full time position will be exciting and ever evolving. We are looking for a unique individual who is detail oriented, enjoys operational tasks, and is enthusiastic about supporting the CEO and General Manager across multiple business functions, including sales and marketing. This is a hands-on role and you’ll be responsible for supporting various members of the team, managing our back office technology, some high level data analysis, documents creation, and working on strategic ideas to advance the company.

An A-Player for the Senior Office Manager role is someone who embodies the following: honesty/integrity, ability to learn quickly, extreme attention to detail, proactivity, ability to prioritize, ability to take an idea, create a plan, and execute on it, efficiency, calmness under pressure, enthusiasm/positivity, creativity, strong work ethic, great communication skills, and openness to feedback.

A-Players are always looking for ways to make the business better, to support the CEO and General Manager, and to learn and grow to make themselves better. They know how to proactively get things done, are excited to take on new projects, and are willing to work on things outside their job scope when needed. Last but not least, they know how to ask for help and are committed to making Bell & Bly Travel a fun, healthy, exciting place to work.

About Us

Bell & Bly Travel specializes in creating seamless, high-end experiences for entrepreneurs, executives, families, and couples by weaving unique experiences throughout their lives. We believe in fewer, better clients, allowing us to provide top-tier service while fostering a tight-knit, supportive team. While we love all kinds of travel, our expertise lies in high-end experiences and luxury hotels, a focus that has made us one of the fastest-growing firms in the industry.

As a Virtuoso member, we have deep industry connections with brands like Rosewood, Rocco Forte, Oetker Collection 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 have also been selected for the prestigious Travel + Leisure A List and Condé Nast’s Top Travel Specialists lists for the last several years running.

We also give back. Our study abroad scholarship at the University of Texas at Austin helps low-income students experience travel firsthand. As we grow, so does our ability to support the next generation of global explorers!

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.

This position would report directly to Rachael and will also support Sarah in many tasks.

About the Role

The Senior Office Manager is the “glue” that helps all the parts of our company stick and thus has a unique view of all the moving pieces of the business. We’re looking for someone who thrives in a fast-paced, high-impact senior role where you’ll be the operational backbone of the company. You will work closely with the CEO and General Manager, providing strategic operational support while ensuring that all back-office functions run efficiently. This makes it a great opportunity for those who can handle a multitude of tasks and some ambiguity.

A successful candidate is not just task-oriented. You think ahead, anticipate challenges, and take action before problems arise. You understand how to prioritize effectively, move projects forward with urgency, and make judgment calls on what matters most. You need to be comfortable juggling multiple projects at once without losing sight of details. This role requires executive presence, business acumen, and a strong understanding of sales and client service.

You should also be warm, engaging, and confident in communication, as this role involves interfacing with clients, internal team members, and external partners. You will be expected to learn and understand the travel industry quickly, picking up on supplier relationships, industry nuances, and high-end client expectations with minimal hand-holding.

Last but not least, you know how to and are comfortable asking for help and are committed to making Bell & Bly Travel a fun, healthy, exciting place to work.

An A-Player in This Role

An A-Player in this position doesn’t just get things done, they elevate everything they touch. They bring a mix of efficiency, creativity, and warmth, balancing speed with strategy and structure with flexibility. They take initiative, communicate with clarity and authority, and operate with a client-first mindset. They are proactive, self-sufficient, and always looking for ways to make the company (and themselves) better.

What We’re Looking For

Proactive Problem-Solver – You don’t wait for instructions. You see an issue, you fix it.
Fast & Efficient – You get things done quickly without sacrificing accuracy.
Strong Prioritization Skills – You instinctively know what’s urgent and what can wait.
Detail-Oriented Yet Big-Picture Focused – You catch small errors but also understand broader business goals.
Strong Communicator – You adapt your tone and messaging to different audiences, including high-level clients and partners.
Sales & Client Service Mindset – You understand the importance of building trust and delivering an exceptional experience.
Tech-Savvy & Analytical – You use technology and data to drive smarter decisions.
Adaptable & Flexible – You thrive in a dynamic environment and adjust as priorities shift.
Eager to Learn the Industry – You take the initiative to understand our business, supplier relationships, and sales strategies.

Primary Responsibilities

Operational & Back Office Management
- Manage internal databases (Airtable, Tres), ensuring accuracy and efficiency.
- Oversee outsourced contractors for data entry, coding, and website maintenance.
- Handle accounting reconciliation, tracking payments from partners, and coordinating with bookkeepers.
- Maintain and update technology platforms to ensure seamless operations.
Sales & Client Support
- Qualify incoming leads and ensure they are directed to the right team member.
- Manage call scheduling for the CEO and GM.
- Assist in moving leads through the sales funnel efficiently.
- Support the team in delivering an elevated client experience, ensuring seamless communication and follow-through.
Team Support & Culture
- Act as a central support for the team, ensuring smooth workflow across departments.
- Assist in hiring, onboarding, and offboarding employees.
- Serve as a cultural liaison, keeping a pulse on team morale.
- Provide light executive assistant support for leadership.
Itinerary & Document Management
- Create polished, client-ready itineraries and travel documents.
- Edit and refine client-facing materials to maintain brand standards.
Data Analysis & Reporting
- Manage internal dashboards and track business performance.
- Pull insights from databases and effectively manipulate data in excel to inform decision-making.
- Develop and refine tracking metrics for business growth.

Working Style

This is a fully remote position, working directly with the General Manager and CEO, but also often interacting with everyone on the 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 will attend the weekly team call to keep up with what client projects we’re working on.

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.

Who You Are

5+ years of experience in operations, executive support, project management, or a similar role in a fast-paced environment.
You sweat the small stuff but never lose sight of the big picture.
Exceptional at prioritization. You know what needs immediate action and what doesn’t.
Highly adaptable. With regular feedback, you should be able to quickly adapt to our Bell & Bly Travel style. You pick up industry knowledge and business dynamics quickly.
You should have excellent English language skills. Especially written, but also over the phone. You will be representing us to partners in the industry while managing our back office.
A strong communicator. You build rapport easily and adapt your messaging to different audiences.
Tech-savvy. You’re comfortable with Asana, Airtable, Excel, and digital tools. You should have experience pulling and analyzing data, being able to review sales metrics, trends in destinations, etc. You are committed to mastering the technology tools we use to run a fully remote office and implementing them into your day to day routine.
You should have a great work ethic - we are looking for energetic, proactive individuals who are committed to getting things right and completed on time.
You should have a flexible and positive attitude towards change.
You should have integrity and honesty and be able to maintain the highest standards of confidentiality.
You should be obsessed with customer service. We advise our clients on how to spend their most valuable asset - their time. It is an honor and a privilege to be trusted with our client’s time and money, so we strive to get it right and make it memorable!
You should get along well with our team and have fun. Life is too short to work with a team you don’t like!
In the “anything else we should know section,” please tell us what’s #1 on your bucket list and why.
You should not be scared to suggest new, faster, or better ways of doing things!

We foster a culture of honest, direct feedback and expect you to do the same. You should be clear and concise in your communication with us, and appreciate that we will do the same for you.

Skills & Knowledge

Microsoft Word, Excel, PowerPoint.
PDF creation and editing.
Basic proficiency with digital databases (we use Airtable & Tres).
Asana proficiency strongly preferred.
Excellent written and spoken English.
Experience working in a remote team setting is a plus.
Bonus Skills & Experience
- Experience in luxury travel or a strong personal interest in travel.
- Background in executive support, strategy, or operations in a high-performance environment.
- Experience with data and analytics tools to drive business decisions.

What’s in it for you?

This isn’t just another operations job. It’s a chance to be at the heart of a fast-growing, award-winning travel company, helping us deliver unforgettable experiences for clients.
High-impact senior position. Your work directly contributes to company growth!
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).
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.
Travel perks! Through our close industry partnerships you can enjoy discounts on your own personal travels and inclusion on our team trip.

Senior Office Manager