Administrative Assistant

Job Description

About Us:

McLeod Travel Group, operating as an Expedia Cruises franchise, is a leading travel agency specializing in cruise vacations and land-based travel experiences. Founded by Jeremy McLeod, who brings over two decades of travel industry expertise, our team is passionate about helping clients explore the world responsibly while providing exceptional service and expertise. We believe in the power of travel to connect cultures, create unforgettable experiences, and promote sustainability.

Our office culture is fun and supportive, empowering our team members to hone their skills and explore exciting opportunities in the travel industry. We provide comprehensive training and resources to ensure success in this rewarding field.

We are seeking a highly organized, adaptable, and enthusiastic Administrative Assistant to support the agency owner in daily operations and business growth. This role can be tailored to the right person, based on their skills, strengths, and availability. If you have a background in bookkeeping, that would be a valuable asset!

Who You Are:

You thrive in a fast-paced, team-oriented environment and bring a growth mindset to everything you do. You’re an organized problem-solver with amazing communication skills and a knack for keeping things running smoothly. Passionate about travel, you enjoy working with people, handling details, and ensuring top-notch service. You are also trustworthy, professional, flexible, and have a great sense of humor. Most importantly, you share our love for responsible and sustainable travel and believe in making a positive impact through tourism.

Key Responsibilities:

• Provide administrative support to the agency owner, including email management, scheduling, and client and agent communications.
• Assist the owner with managing client files, ensuring all information is accurate and up to date.
• Draft correspondence and other formal documents as needed.
• Plan and schedule appointments and events to support business operations.
• Greet clients, answer phones, and assist visitors in the office.
• Assist with booking follow-ups, invoicing, and trip documentation.
• Develop and implement organized filing systems for client records and office administration.
• Oversee office brochures, marketing materials, and promotional content.
• Help with marketing efforts for events, including outreach and promotional materials.
• Help manage social media updates, newsletters, and marketing materials.
• Maintain accurate records of bookings, payments, and customer preferences.
• Pay bills and invoice for co-op marketing contributions.
• Coordinate with travel suppliers and vendors to ensure seamless service.
• Assist in event planning, promotions, and community outreach.
• Support efforts to promote eco-friendly travel options and responsible tourism practices.
• Handle confidential information with discretion and professionalism.
• If applicable, assist with basic bookkeeping tasks such as expense tracking, invoice reconciliation, and financial reporting.
• Travel occasionally to the Courtenay, BC location as needed.

Qualifications & Skills:

• Exceptional communication skills (both written and verbal).
• Highly organized with strong attention to detail.
• Team player with a proactive and adaptable mindset.
• Ability to multitask and work efficiently under pressure.
• Tech-savvy with experience in Microsoft Office, CRM systems, and social media platforms.
• Passion for travel, sustainability, and responsible tourism.
• Professional, reliable, and able to work independently.
• A great sense of humor and ability to handle challenges with a positive attitude.
• Bookkeeping experience is an asset but not required.

Why Join Us?

• Work in a fun, travel-focused environment with an inspiring team.
• Be part of a company that values responsible and sustainable travel.
• Opportunity for growth and development in the travel industry.
• Flexible work environment – the role can be tailored for the right candidate.
• Exciting travel perks and industry benefits.
• Supportive leadership that values your skills and contributions.

Apply today by sending your resume and a brief introduction on why you’d be a great fit!

Job Type: Full-time

Pay: $20.00-$25.00 per hour

Expected hours: 40 per week

Benefits:

• Dental care
• Extended health care
• Paid time off

Schedule:

• Monday to Friday

Location:

• Victoria, BC V8V 4X3 (preferred)

Work Location: In person

Expected start date: 2025-03-19

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