Executive Assistant - US Travel Agency

Work Arrangement : Fully remote

Job type : Full-time, Independent Contractor

Salary Range: Competitive; based on experience

Work Schedule: 40 hours per week, Monday–Friday; Required availability: 9 AM – 5 PM CET

Locations: Remote, open to candidates who can work CET hours.

Holidays Observed : US Federal Holidays

About Pearl talent :

Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They’re looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we’ve hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.

*Hear why we exist, what we believe in, and who we’re building for:  WATCH HERE

Why Work with Us?

We’re not just another recruiting firm—we focus on placing candidates with exceptional US and EU founders who prioritize the long-term success of their team members. We also provide retention bonuses at 3, 6, 9, and 12 months, as well as community-driven benefits like an annual retreat.

About the Company : Our client is a Northern Virginia-based boutique travel planning company specializing in high-end accommodations and travel experiences. We work with a small number of high and ultra-high net worth clients to design, book, and coordinate their annual travel plans, from straightforward hotel bookings to more complex multi-leg itineraries. Our clients seek the best of the best, and our role is to curate and execute their dream vacations with the highest level of white glove service.

Role Overview

We are seeking an incredibly detail-oriented Travel Coordinator to join our fast growing travel agency and enable us to accept more trip planning inquiries, with a faster turnaround time from the proposal design to the proposal presentation.

Key Responsibilities :

• Taking itinerary proposals (in Axus, Travefy, Word/PDF, etc.) from our in-destination tour operator partners and migrating the content to the Tretter Travel itinerary proposal template in Canva
• Auditing confirmed client itineraries and bookings prior to travel 
• Researching potential flight options on Google/ITA Matrix
• Creating reusable one-pager material for proposals, such as hotel summaries and destination overviews
• Drafting pre-arrival communications to hotels and clients
• Requesting and confirming Concierge requests, such as dining reservations, spa appointments, etc. on behalf of clients
• Sending booking confirmation emails for hotel-only booking projects
• Preparing client folders with all confirmed travel documents, including booking confirmations and e-tickets
• Maintaining client profile data, including uploading passport copies, recording client preferences, etc. in our Google Drive
• Scheduling site visits with hotel sales managers for the client's self-organized scouting trips 

 Tools You’ll Use:

• Canva – Primary tool for itinerary formatting and visual assets
• ClickUp (or similar) – For internal task management and status tracking
• Google Workspace – Docs, Sheets, Gmail
• WhatsApp / Email – Client or vendor communication (managed by Anna)
• Internal folders and templates – For SOPs, style guides, and shared itinerary builds

Non-Negotiables:

• Fluent English and impeccable grammar (C2 level minimum)
• Advanced Canva experience (must submit portfolio or sample work)
• High attention to detail — this role must produce visually flawless, client-caliber work
• Strong sense of aesthetics and formatting (luxury, minimalist taste preferred)
• Quick turnaround: must consistently hit <48-hour delivery windows
• High initiative and critical thinking — should spot formatting gaps or client inconsistencies without being told

Nice-to-Haves:

• Experience working in luxury travel or event planning
• Background in design, layout, or editorial production
• Familiarity with itinerary tools, trip planners, or travel industry docs
• Ability to scale hours as business demand increases

Remote work : work from anywhere, fully remote

PTO : U.S federal holidays , 15 days paid time off per year

Mentorship: Work directly with a U.S - based client and leadership team

Learning & Development : Access to financial tools and courses

Wellness: Flexible schedule, autonomy, and space for deep work

Our Recruitment Process:

1. Application
2. Screening
3. Skills Assessment
4. Top-grading interview
5. Client Interview
6. Job Offer
7. Client Onboarding