Website Well Xplored
About Well Xplored
Well Xplored is a travel agency specializing in thoughtfully curated, personalized travel experiences for discerning clients. We are proudly affiliated with Embark Beyond, one of the most respected host agencies in luxury travel, and through Embark Beyond we are part of the Virtuoso network — the world’s leading travel agency consortium, granting our clients exclusive access to elite hotels, cruise lines, tour operators, and one-of-a-kind experiences alongside VIP perks unavailable to the general public. Joining our team means working at the intersection of high-touch client service and the most prestigious partnerships in the travel industry.
About the Role
We are looking for a detail-obsessed, highly organized Travel Advisor Assistant to be the operational backbone of our business. You’ll work directly with the lead travel advisor, handling the behind-the-scenes work that keeps client trips running smoothly — from inbox triage and document processing to invoicing, commission tracking, and supplier coordination.
This is a remote position for a South Africa–based candidate ready to commit to a schedule that overlaps with U.S. Eastern Time business hours. The role is flexible between 30 – 40 hours per week; final hours will be agreed with the successful candidate.
Working Hours
30 – 40 hours per week, Monday to Friday.
Your working hours must overlap with U.S. Eastern Time business hours. In South Africa Standard Time, this generally means:
U.S. summer (March – November): 1:00 PM – 9:00 PM SAST
U.S. winter (November – March): 2:00 PM – 10:00 PM SAST
Some flexibility is available; final schedule will be agreed with the successful candidate.
What You’ll Do
– Inbox & calendar management: triage, prioritize, and flag emails daily; manage the advisor’s calendar; draft routine correspondence.
– Client communication: communicate with clients via email and phone to answer questions, share updates, and coordinate trip details.
– File organization: maintain a meticulously organized digital filing system for confirmations, itineraries, payment records, and supplier correspondence.
– Booking & confirmation processing: verify hotel and tour confirmations for dates, rates, and special requests; update records and escalate discrepancies; log bookings into supplier portals such as Marriott, Hilton, and others for proper credit and tracking.
– Invoicing: generate and process client invoices accurately using the Embark Beyond booking system.
– Master spreadsheet: keep our master record of all bookings, invoices, payments, and commissions current and audit-ready.
– Commission chasing (accounts receivable): track outstanding supplier commissions and follow up on overdue payments.
– Supplier coordination: liaise with hotels and tour operators to confirm bookings, resolve issues, and request VIP amenities.
– Building Travel Itineraries, Destination Proposals and important client-facing information
– Work with Travel Advisor on building Destination Knowledgebases.
– Use AI to help streamline work and communication when needed
– Daily report: deliver an end-of-day email recap covering inbox activity, booking updates, outstanding items, and next-day priorities.
– General admin support: ad-hoc projects as the business grows.
What We’re Looking For (required)
– Based in South Africa with the legal right to work as an independent contractor.
3+ years of administrative, executive assistant, VA, or operations support experience — ideally with U.S. or international clients.
– Excellent written and spoken English; able to write professional emails to American clients and global suppliers.
– Exceptional organizational skills and an obsessive eye for detail — small errors in dates, rates, or names matter enormously in this work.
– Proficient with Google Workspace, comfortable building and maintaining spreadsheets.
– Self-motivated and disciplined; able to manage a daily workflow independently.
– Able to commit to the SAST afternoon-evening schedule long-term.
Home Office Setup (Non-Negotiable)
– Reliable personal computer (no older than 4 years; minimum 8GB RAM) and a working smartphone for 2FA and quick communication.
– Stable, high-speed fiber internet (minimum 25 Mbps) with a load-shedding backup plan (UPS, inverter, or backup data).
– Quiet, professional workspace suitable for video calls.
Preferred (Not Required — We’ll Train)
– Prior travel industry, host agency, or travel advisor support experience.
Familiarity with travel platforms (Travel Joy, Axus, Trip Suite, Sabre)
– Bookkeeping or accounts-receivable experience.
Who Thrives in This Role
You’re the person friends call to plan things because you remember every detail. You’d rather build a clean spreadsheet than wing it. You follow up without being reminded. You’re calm under pressure when a client’s hotel confirmation comes through wrong the day before check-in. You take ownership, not just tasks, but outcomes.
Compensation & Benefits
– R25,000 – R30,000 per month + 13th cheque, depending on experience and agreed working hours (30 – 40 hours/week).
– Generous, flexible paid time off — we believe in rest and trust our team to manage their workload responsibly.
– All South African public holidays observed and paid.
– Monthly stipend toward internet and load-shedding backup.
– Opportunities for travel industry training and continuing development.
– Travel perks — opportunities for familiarization (FAM) trips and supplier benefits after your first year.
– Independent contractor engagement (you are responsible for your own SARS tax registration and compliance).
– Fully remote — work from your home office anywhere in South Africa.
– Opportunities for growth and increased responsibility as the business expands.
How to Apply
All applications must be submitted through our application form. CVs sent by email will not be reviewed.
The form takes approximately 15 minutes to complete and includes questions about your experience, home office setup, working hours preferences, and a few short responses to help us understand how you think. You’ll also be asked to upload your CV.
Application deadline: August 20
Only shortlisted candidates will be contacted.
Travel Advisor Assistant — Remote (South Africa-Based)
About the Role We are looking for a detail-obsessed, highly organized Travel Advisor Assistant to be the operational backbone of our business. You'll work directly with the lead travel advisor, handling the behind-the-scenes work that keeps client trips running smoothly — from inbox triage and document processing to invoicing, commission tracking, and supplier coordination. This is a remote position for a South Africa–based candidate ready to commit to a schedule that overlaps with U.S. Eastern Time business hours. The role is flexible between 30 – 40 hours per week; final hours will be agreed with the successful candidate.