What are the responsibilities and job description for the Administrative Assistant position at Viagio Travel LLC?
Viagio Travel, LLC is a luxury travel agency located on the Gulf Coast, serving travelers to destinations around the world. For 20 years, the company has specialized in designing personalized travel experiences, from high-end vacations to tailored itineraries. Viagio Travel focuses on exceptional client service and attention to detail, helping travelers plan memorable trips wherever they are. Team members join a small, dedicated organization that values professionalism, reliability, and passion for travel.
Role Description: The Administrative Assistant will play an important support role in maintaining a smooth, organized, and welcoming office environment. This position is responsible for a variety of administrative and clerical tasks, including answering phones, greeting clients, scheduling appointments, managing digital files, assisting with data entry, and supporting travel advisors with documentation and calendar coordination.
This role requires a high level of organization, professionalism, and follow-through, along with the ability to work closely with team members in a fast-paced, client-focused environment. We are looking for someone who is dependable, polished, and proactive. Someone who enjoys supporting others, staying organized, and contributing to a team that delivers exceptional service. The ideal candidate is comfortable with a busy office setting, takes initiative, and understands the importance of confidentiality, professionalism, and client care. This position will work from 9am-5pm, Monday thru Friday, with some flexibility needed for the occasional after-hours request.
Key Responsibilities
- Answer and route incoming phone calls in a professional and courteous manner
- Greet clients and visitors and maintain a welcoming front office environment
- Schedule appointments and assist with calendar management
- Provide administrative support to travel advisors and leadership
- Perform data entry and maintain accurate client records
- Prepare, organize, and file travel-related documents and office correspondence
- Assist with basic reporting and record updates as needed
- Manage and maintain organized digital files and office systems
- Handle general clerical and administrative duties to support daily office operations
- Communicate professionally with clients, vendors, and team members
- Assist with other projects and tasks as assigned
Qualifications
- Minimum of 2 years of experience in an administrative, office support, or clerical role
- Strong administrative and organizational skills
- Professional phone etiquette and excellent verbal and written communication skills
- Experience supporting calendar management, meeting coordination, or executive-level tasks preferred
- Proficiency in Microsoft Office Suite and Outlook
- Willingness and ability to learn travel-related systems and tools
- Strong attention to detail and ability to manage multiple priorities
- Reliable, punctual, and able to work on-site in Long Beach, MS
- Customer-focused, team-oriented, and collaborative work style
- Prior travel, hospitality, or luxury service experience is a plus
- High school diploma or equivalent required; additional education in business, administration, or a related field is a plus
Please submit your resume and cover letter via LinkedIn or via email to team@viagiotravel.com.