Hotels & Resorts Coordinator

  • Virtuoso, Ltd.
  • New York, New York
  • Nov 24, 2022
Full time Other

Job Description

Virtuoso is the leading global travel agency network specializing in luxury and experiential travel. This by-invitation-only organization comprises over 1,200 travel agency locations with 20,000 travel advisors in 50 countries throughout North America, Latin America, the Caribbean, Europe, Asia-Pacific, Africa and the Middle East. Drawing upon its preferred relationships with more than 2,200 of the world's best hotels and resorts, cruise lines, airlines, tour companies and premier destinations, the network provides its upscale clientele with exclusive amenities, rare experiences and privileged access. Normalized annual sales of (U.S.) $25-$30 billion make Virtuoso a powerhouse in the luxury travel industry. For more information, visit .

The Hotels & Resorts Coordinator, supports the Hotel Team and interacts with partners as required. Provides overall administrative functions for the department. Assists on Virtuoso Communities, Virtuoso events and initiatives which drive the partners' production, marketing spend and increases engagement.

Essential duties and responsibilities include the following. Other duties may be assigned.

Assist with day-to-day aspects of Partnership Team(s) and administrative support to team.
Provide sales and marketing support for Account Managers: Magazine Manager entries for all partners' marketing, training and/or sponsorship spend as per Marketing Plans received from Account Managers. Coordinate marketing scheduling with partners as needed. Assist in reviewing annual Marketing Media Kit for partners. Maintain allocation spreadsheets. Provide Marketing history reports for accounts, as necessary.
Support of Virtuoso Communities program, including communicating with partners to coordinate training sessions, assist with preparation of quarterly newsletter and webinars, updating supplier list, and assistance with Communities Globe Trotting event. Liaise with Communities Account managers as needed.
Assist with Committee meetings, handling meeting scheduling and invitations, communications, and producing meeting notes.
Aid with sales pushes and communications.
Assist with creation and maintenance of Supplier Product & Regional Matrix, various databases, SharePoint documentations, etc.
Liaise with Accounting team as needed to ensure partners submit surveys and payment.
Provide analysis and/or tracking of various campaigns, accounts, and projects.
Work with appropriate department manager and coordinate meetings, visitors, webinars handling calendar invitations, agendas, etc.
Update and maintain Editorial Mentions Log and distribute to partners accordingly.
Support Operations team as needed.
Assist with Product Development tasks as needed.
Assist with planning for Virtuoso Travel Week as needed.

Educational and Skills Requirements:

High school diploma required; Bachelor's degree preferred.
2+ years of travel industry experience highly desired.
Proficiency in MS Word, MS Excel, Outlook, Power Point, WebEx, and SharePoint
Strong office support and customer service skills
Excellent organizational skills and an extremely high level of accuracy and attention to detail
Ability to multitask, prioritize, and problem solve in a deadline driven environment
Strong skills in inspiring the win-win-win
Able to work independently

Travel Requirements:

Infrequent travel may be required to attend company events. (1-3 trips per year)
Travel will be primarily domestic but may include some international.

Type/Nature of Contacts:

Internal: Key job contacts are primarily with clerical and technical personnel outside of the job's immediate work unit/department.
External: Contact with various external contacts/suppliers.

We offer a competitive salary and full benefits package, including medical/dental/vision/life, 401(k) savings plan, and more. Virtuoso is an equal opportunity employer, dedicated to promoting a diverse workforce.