Global Travel Collection - Executive Assistant & Ops Coordinator

Hi, I’m Brooke, and I run The Oken Team of Global Travel Collection, a travel agency based in Austin, Texas. 

My team and I specialize in creating unforgettable leisure travel experiences for our clients, many of whom are aged 75 and older. Whether it’s a trip across the world or a more relaxed getaway, we aim to provide seamless, well-organized journeys tailored to every need.

I’ve been passionate about travel for as long as I can remember.

My business was passed down to me from my grandmother, and I’ve since grown it into a bustling, vibrant operation. 

I’m supported by two fantastic assistants in the Philippines, and now I’m looking for a right-hand person to help me stay on top of our growing demand. Interested? Read on!

I’m looking for an Executive Assistant and Ops Coordinator, who is detail-oriented, proactive, and thrives in managing systems and processes. You’ll play a key role in ensuring our trip management software is fully updated, catching and correcting any gaps in trip details, and supporting the efficiency of our operations.

In this role you will :

✉️ Managing inboxes for the CEO and company-wide inquiries.

📝 Support the CEO in executing and completing tasks on her daily to-do list

🌍 Manage our office operations and trip systems (Planlt Easy).

📅 Assisting in ensuring all trip details and dates on itineraries for clients are accurate and up to date

🛎️ Oversee concierge services and client requests.

🔧 Monitor and improve existing systems, addressing inefficiencies as they arise.

👥 Manage and support the team to ensure smooth operations.

The ideal candidate is warm, welcoming, and trustworthy.

You’re someone who thrives under pressure, takes initiative, and embraces the unexpected changes that often come with the travel industry. 

You’re also proactive, adaptable, and eager to make a difference in a small but dynamic team.

Working Hours ⏰: This is a full-time role, and we’d love for you to work as closely as possible to our Central Standard Time hours, ideally until 2 PM CST, with flexibility to extend on some days.

To excel in this role, you need:

✅ 2 years experience as a virtual EA or project coordinator.

✅ Experience working in a start up environment, ideally for an International/ US based Business. 

✅Proficiency in MS Office programs and Google Drive

✅Strong spoken and written English communication skills

✅Excellent organizational skills with a focus on detail

✅Ability to manage people and prioritize duties effectively

✅Tech-savvy and a self-learner

Brownie points for:

🌟 Experience in the travel industry

🌟 Familiarity with Sabre, Planit Easy or similar travel management systems

🌟 Willingness to undertake additional training to grow in the role.

What’s in it for you?

💰 Salary : $2,000 per month*

🕒 Full-time : Fully remote role

🌴 Paid Time Off : 20 days, including public holidays

🔄 Long-term position with annual salary and benefits reviews based on performance

📈 Opportunities for growth and career development

*Please note that this is a gross salary and that you are responsible for any tax-related procedures in your country of residence. We kindly ask you to apply only if you are happy to work remotely as an independent contractor.

The JobRack team are working with The Oken Team of Global Travel Collection to help them find their new team member. 

The hiring process for this position will include the following steps:

1. Completing the application form on JobRack.
2. Recording a short video introduction of yourself.
3. If shortlisted, completing test tasks.
4. Attending video interviews to discuss your previous experience and the new role in more detail.

The JobRack team has gained a full understanding of The Oken Team of Global Travel Collection’s needs and will review, filter, screen and test candidates in line with this.

To ensure your application is considered, take the time to carefully read the job description and submit a high-quality application.

We will, of course, provide you with feedback throughout the process.

At the request of The Oken Team of Global Travel Collection, applications for this position must be submitted through JobRack and direct contact with the employer is not allowed. 

Please note that this position requires 100% commitment and is not suitable for those seeking a side job, freelance work, or part-time employment. It is important to only apply if you intend this to be your primary and only full-time job. Any attempts to work multiple full-time jobs without the knowledge of your employer may result in termination and a ban from applying to other jobs on the JobRack site.