Groups Assistant - 100% Remote - USA

This is a full-time position that is 100% Remote – USA.

ABOUT AVOYA

At Avoya Travel, we’re reimagining the way people plan and book vacations. Through our patented platform and business model, we connect travelers with travel experts to bring vacation dreams to life. With specialized brand and destination knowledge paired with exclusive deals and high-tech, high-touch customer service, Avoya is one of the largest and fastest growing travel companies in North America. Our number one goal is to enrich our lives through unique travel experiences.

Our team members are united in their enthusiasm for enriching the lives of others, passion for travel and exploration in their own lives, and commitment to achieve remarkable results. Avoya offers employees a comprehensive pay and benefits package, frequent learning and development events, flexible hybrid and remote work opportunities, generous travel incentives, and a work hard, play hard culture. With wellness and work/life balance at the forefront, Avoya Travel will empower you to flourish in the ultra-rewarding travel industry and most importantly HAVE FUN while doing it.

Avoya is seeking new talent to join our amazing team and seeks qualified candidates that thrive in innovative, collaborative environments.

ABOUT THE OPPORTUNITY

Avoya Travel is hiring a full-time Groups Assistant. 

The Group Assistant will work with the Group Coordinators in the creation, development, and maintenance of cruise groups. Assist independent agencies with promotional and affinity groups insuring adherence to vendor’s group policies and procedures. Communicate with other departments and Management.  
 

ESSENTIAL DUTIES AND RESPONSIBILITES

• Research and negotiate with vendors to secure the best rates and amenities for cruise group travel.  
• Create and import exclusive group pricing and amenities offers.   
• Manage and amend existing group data and inventory with attention to detail to ensure accurate information is available. This includes vendor group policies, booking guidelines, pricing, and amenities, including itinerary alterations. 
• Support independent agencies with their private affinity groups and ensure they understand and adhere to vendor group policies. 
• Serve as a primary point of contact for the group department, providing prompt and professional assistance via phone or email.  
• Assist in identifying and processing vendor notifications and reports.  
• Request vendor reports via direct email or utilizing agent portals as needed for scheduled reviews.  
• Address and coordinate emails and support inquiries to resolve issues and provide recommendations or alternative solutions when necessary. 
• Synergize with internal teams to address supplier policies or address overlapping issues.  
• Maintain and update group travel records, to ensure they align with vendor invoices while addressing any inconsistencies promptly.  
• Effectively communicate with group team members on outstanding tasks to expedite assistance for independent agencies requesting help.  
• Assist with problem-solving when concerns involving vendor policies or group issues are reported.  
• Communicate with vendors and independent agencies regarding all aspects of cruise groups. 
• Foster positive relationships with vendors and independent agencies through exceptional customer service. 
• Complete special projects assigned within the required timeframe while maintaining a high level of quality and accuracy.   
• Participate in team meetings, sharing insights and updates on ongoing group projects. 
• Learn diverse vendor policies and apply knowledge to overall tasks.  
• Assist team members with ad-hoc tasks or projects related to the group department. 
• Assist with other tasks and/or special projects as required.
   

REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES

• Strong organizational and time management skills, with the ability to handle multiple tasks simultaneously and meet deadlines. 
• Excellent attention to detail and accuracy in managing emails, faxes, support requests, internal messages, and administrative tasks. 
• Proficient computer skills, including experience with Microsoft Applications including Outlook, Teams, Excel, Word, etc. 
• Exceptional communication and interpersonal skills, both written and verbal. 
• A customer service mindset with a strong commitment to delivering high-quality assistance. 
• Ability to work effectively individually and in a team environment. 
• Flexibility to adapt to changing priorities. 
• Knowledge of destinations, travel regulations, and industry trends is helpful, but not required. 
• Strong accounting skills     
• Ability to handle multiple projects simultaneously with minimal errors, supervision, or follow-up.     
• Excellent communication and interpersonal skills      
• Demonstrated ability to work in a collaborative team environment in a positive, contributory, and effective manner.     
• Ability to interface effectively with vendors and all levels of the organization. 
• Employees who work from home (part-time, full-time, or on occasion) must be able to meet performance standards and department requirements in a productive and professional environment. 

1. This includes the ability to work with little or no distraction(s), consistent internet connectivity, regular and ongoing communication with supervisors(s), reliable childcare and/or eldercare (if applicable), and depending on the role, the ability to discuss and protect all confidential information (company or people related). 

• Presents a professional and tidy appearance (virtually or in person) while conducting educational sessions, calls, and/or meetings (when cameras are on).  

EXPERIENCE AND/OR EDUCATION

• 1+ years or more of working experience in a similar role.  
• High School Diploma or equivalent 

PHYSICAL REQUIREMENTS

• This is primarily a stationary position with prolonged periods of sitting and working from a computer (ability to type, read, review, write, etc.) for a full workday. 
• Professional appearance when attending events or facilitating sessions virtually or in-person.
• May need to occasionally travel to home office or other locations for events as needed. 
• Ability to speak English clearly, in a friendly manner, and at an appropriate tone and volume over the company’s provided phone system, Microsoft Teams, or in person. 
   

Avoya Travel offers competitive pay, flexible work schedules (we offer in-office, hybrid, and remote roles), affordable health benefits (medical, dental, vision) and a wide variety of ancillary benefits (pet insurance, life insurance, LTD, accident, and legal coverages, etc.) that full-time employees can begin using the 1st of the month after date of hire (no-30 day wait)! We also offer a 401(k)-retirement plan with employer match and employee discounts on travel.

For those hired to work in an in-office or hybrid role, you’ll enjoy our beautiful San Marcos “Innovation Center”, a work environment that offers a casual dress code, stand-up desks, complimentary snacks and beverages, employee arcade, and a wellness- relaxation room.

Our company values diversity in its workforce and is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other legally protected status.

We use E-Verify, conduct professional references, and conduct criminal background checks and require an Arbitration Agreements as a condition of employment.