Experience Travel Design Assistant

NoteWorthy

NoteWorthy is an award-winning company specialising in the high-end delivery of travel experiences for families, couples and groups. Programmes and experiences are designed with attention to detail and excellence in the UK, Ireland, Paris and Normandy. Experiences delivered are unforgettable and provide access to the inaccessible.

NoteWorthy goes beyond luxury accommodation and chauffeur driven cars to provide an authentic taste of British, Irish and French culture. In addition to fast-track access to all must-see visitor attractions, we make the inaccessible feasible through our network of private contacts. Exclusive experiences range from privately guided visits of Royal Estates, to homestays in castles, and behind-the-scenes-tours of iconic institutions.

PURPOSE

Support the Experience Designers and Directors with scoping, creating and delivering ‘once-in-a-lifetime’ experiences and events for our high net worth individuals and companies using only the very best suppliers and establishments. 

In order to maintain the position of NoteWorthy in the luxury travel industry, this role will be required to attend site inspections keeping up to date with the latest travel and event trends, venues, restaurants and hotels. This role is for those with a creative mind who enjoy and understand the very best and are obsessive about excellence.

RELATIONSHIPS

Reporting to                  Team and Business Manager and Experience Designers

Responsible for              N/A

Internal Relationships     Managing Director, Creative Director, Experience Director, Experience Designers, Financial Controller

External Relationships    Clients, travel advisors, suppliers, guides, drivers, specialists, Curators, Museum and Venue Directors.

Office Administration and Procedures

• Support the team with processing on Salesforce the logging and converting of enquiries into profitable confirmed business
• Support the team with adding and amending products on Sales Force
• With the Designer or Director, deliver well thought through, connected and smooth-running programmes for NoteWorthy’s clients and advisors
• Ensure the clients are provided with detailed accurate correspondence and information filled with local knowledge
• Provide the client with pre-programme information such as ‘connects’
• Follow NoteWorthy’s business processes
• Respond to enquiries within and to the NoteWorthy response standard by telephone, email and face to face meetings

Client Contact and Event Management

• With the Designer or Director, meticulously plan and manage the handling of each booking providing ‘once-in-a-lifetime’ experiences for clients and clear accurate communication to suppliers, hotels, guides and drivers
• Hold a full understanding of each live/pending enquiry and booking
• Understand the parameters to work to in order to convert the business
• With the Designer or Director, meet and greet clients at the commencement or during their event when required

Business Awareness and Development

• To be fully up to date with the latest trends within the market place in order to advise clients and produce memorable and ‘once-in-a-lifetime’ experiences
• Attend and when necessary assist with arrangements for Familiarisation (FAM) trips for overseas agents
• Undertake site inspections of new properties, restaurants and experiences through reading, networking and research

Financial Control and Management

• Assisting with reviewing financial information in Salesforce
• Assist where necessary with financial actions when required

Health and Safety

• Be fully compliant with the Company Health and Safety policy
• Adhere to safe working practices
• Adhere to the Health and Safety records when required, e.g., accident book

Additional Duties

• Undertake project work as requested

• Be available for mobile contact for clients, including occasional out-of-hours and weekend cover
• Carry out any reasonable task requested

This description is an outline of the role and it is expected that key tasks will vary with demand and any change in business requirements or method of operation.

Career Progression

For the right individual, this role has the capacity to grow and develop.  The company is keen to invest in an individual who will have a passion for growing their own knowledge about our industry and our business.

Key Performance Indicators

1. Profit Results – achieving team and/or individual profit target at end of financial year
2. Conversion – measured by month end report
3. Event Planning Management/client service – measured against retained
   business, producing quality, accurate and memorable/’once-in-a-lifetime’ activities for clients, enquiry response time and profit per event
4. Sales office standards and procedures – compliance measured against the Standard Office Procedure indicators

REQUIREMENTS

Essential

• Proven track record of organising and planning events or travel itineraries
• Proficient in Microsoft Office programmes, especially Excel
• Ability to utilise networks and contacts
• Proven track record of obsessive attention to detail, big picture thinker and hard working
• Passion for iconic, high-level travel, experiences, restaurants and 5* hotels
• A visible personal style and the ability to represent NoteWorthy within the industry
• Ability to communicate verbally using accurate, effective and professional English
• Exceptional written communication skills and ability to write thorough, grammatical and accurate text, for use in written documents, as well as email communication with agents and direct clients
• Proven track record of collaborative working style
• Previous experience of a CRM system
• Ability to attend evening events, FAM trips, meet clients as required, usually up to 8 days per year
• Ability to stay away overnight as required for company business e.g. FAM trips, usually up to 5 nights per year

Desirable

• At least 3 years’ experience in a coordinator or executive role in a similar function within the agency, hotel or venue and events industries
• Experience in planning luxury travel and experiences
• Ability to utilise networks and contacts
• Degree level qualification
• Previous experience of Salesforce