Remote Virtual Assistant – Client Experience & AI Operations Support

About Milk + Honey Travels:
We’re a boutique luxury travel design studio that curates intentional, personalized trips for travelers seeking transformative experiences. We don’t just plan logistics—we help our clients connect deeply with the places they visit. Our small, passionate team is known for creativity, care, and high standards. We're looking for a proactive tea ---------- mber who thrives behind the scenes and finds satisfaction in bringing order to moving parts.

About This Role:
We’re hiring a detail-oriented Virtual Assistant to support our client experience workflows and internal systems—with a growing emphasis on AI-based innovation. This role is non-client-facing and supports the Client Experience Manager and Owner behind the scenes.
In the first phase, the focus will be on learning the business, assisting with immediate admin tasks, and contributing to AI and systems support. Over time, the role will expand into operational coordination and strategic support.

Responsibilities:
Phase 1: Client Experience & AI/Systems Support (Primary Focus in Onboarding)
Client Experience Support:
Format and upload hotel, dining, and spa confirmations to client travel documents in Travefy
Build hotel voucher documents and welcome letters from templates
Draft pre-trip emails using saved prompts and formats (to be reviewed/sent by team)
Track and prepare thank-you and referral gifts
Input commissions and invoices in ClientBase and tracking spreadsheets
Assist with final itinerary prep: directions, contacts, confirmations, formatting

AI & Systems Coordination:
Test AI tools (e.g., ChatGPT, Claude) within current workflows (email drafting, formatting, task management)
Document findings with simple SOPs, checklists, or Loom videos
Build and maintain a prompt and template library for internal use
Identify repetitive tasks and propose automation or streamlining opportunities
Support implementation and maintenance of task management tools (e.g., Asana)
Create and manage task templates for recurring workflows
Track deadlines, flag delays, and provide task visibility to the team
Provide weekly summaries of AI tool tests or improvements

Inbox Management (Temporary):
Monitor Director of Operation's inbox during maternity leave (3 months)
Flag and label internal admin emails, invoices, and updates
Forward or summarize relevant items for other tea ---------- mbers
Provide weekly inbox summary (no external replies)

Phase 2: Owner & Operations Support (Gradual Onboarding)

Organize and maintain newsletter and content templates with Client Experience Manager
Assist in scheduling content via Meta Business Suite (final posts by team)
Format and prep monthly newsletters using Flodesk (final send by team)
Support task organization, tracking, and project visibility in Asana
Analyze engagement and performance of content
Maintain an internal calendar or document tracking travel, project, and content dates (overall business view)
Share Monday/Friday internal task briefs for Owner to support weekly visibility

This Role Is For You If…
You’re organized, resourceful, and love optimizing systems
You work well independently and value clarity and precision
You’re curious about AI tools and excited to experiment
You’re a strong communicator and thrive in a remote team setting

Requirements:
Fluent written and spoken English
Experience as a Virtual Assistant, Admin, or Ops Support
Familiarity with tools like Google Workspace, Meta Business Suite, Asana, and CRM systems
Familiarity with AI tools (e.g., ChatGPT, Claude) and a strong desire to explore how these tools can be used extensively in business workflows
Willingness to learn Travefy, ClientBase

Potential for Growth:
This role can grow into a long-term part-time position focused on internal operations and AI integration—becoming a key system streamliner and innovation partner for the team.

Estimated Weekly Breakdown:

Client Experience Support (5–7 hrs/week)
Formatting confirmations, vouchers, and emails
Data entry in ClientBase, Excel
Gifting logistics
Itinerary formatting (non-decision making)
Flodesk newsletter prep

AI & Systems Coordination (3–5 hrs/week)
Testing prompts/tools
Building prompt library
SOP documentation
Asana template setup and maintenance
Weekly internal briefs

Inbox Management (Temporary) (1–2 hrs/week)
Monitoring and flagging messages
Weekly inbox summary

Contract Length: 3 months to start (with potential to extend)
Reports To: Client Experience Manager (day-to-day), Owner (AI projects)