Employment

This position doesn’t have a flashy opening paragraph. Instead, it cuts through the noise and gets straight to what really matters, because that’s exactly what we’re looking for.

Who we are:

• 50 years of expertise designing and operating exceptional cultural, educational, and special-interest journeys around the world.
• Trusted by more than 140 leading museums, alumni associations, and cultural organizations to develop and manage their travel programs.
• Experts in creating exclusive access, from curator-led visits and private collections to after-hours museum experiences and meetings with artists, scholars, and local experts.
• A full-service travel partner, managing every aspect of a program—from itinerary design, contracting, and operations to marketing, guest services, and on-site execution.
• Committed to delivering intellectually enriching, seamlessly executed travel experiences that combine world-class accommodations, outstanding logistics, and meaningful cultural engagement.

Your top priorities in this position:

• Operate a portfolio of complex travel programs on day-to-day basis, including requesting and reviewing vendor invoices and making payments
• Work collaboratively with internal staff and across departments to assure smooth execution of programs
• Interact with client institutions and their study leaders, and support any logistical and operational tasks needed.
• Work with cruise, hotel, and land operators around the world and communicate necessary guest information and special requests
• Manage program budgets and expenses against initial costing provided by the program developer
• Research and coordinate special content and events to enhance, surprise, and delight our guests
• Proofread marketing materials and traveler documents
• Manage trip operations data (suppliers, rooming lists, etc) in company CRM system
• Create and manage key tour organization documents
• Work with and support Tour Directors before and during trips, including providing emergency support and resolve on ground changes or problems
• Make sure all financial outstandings, such as final payments, commissions, credits, refunds, are resolved and communicated to the CFO within 30 days from program completion
• Perform other duties as assigned 

Industry Relations:

• Represent the company and its affiliate brands in industry events and meetings with vendors as needed
• Actively research, document, and establish relationships with potential special and private locations, personas, and activities
• Network with tourism organizations and participate in Fam trips to develop new and innovative destinations and trip concepts

Expected travel:

• Your first year – probably not much
• After that, you should expect about 5-15% annual travel between industry events, FAMs and tour directing

Compensation:

• Base salary commensurate with experience: $45,000-$75,000
• Incentive compensation that include individual, team, and whole firm incentives
• Annual profit sharing in the form of paid bonus
• 401k with company matching
• 9 Company paid holidays plus a minimum of 15 paid days off
• Company paid disability, life, and travel insurance
• Subsidized medical benefits plus optional dental, vision, OneMedical, Talkspace, Teledoc, and HealthAdvocate 
• Health Savings Accounts, Flexible Spending Accounts (e.g., Pre-tax dependent care and/or medical savings plan)
• Employee discounts and many different employee services are available at no charge through Justworks
• Paid family leave
• Access to pre-tax commuter spending accounts
• Travel opportunities!

How to apply:

Submit your resume to jobs@arrangementsabroad.com, and include an elevator pitch in any format that you find suitable.

*We do not have a vacancy at the moment, but occasionally have openings. Please apply if you are interested and we will keep your resume on file.

Based in New York City, the Guest Operations Coordinator supports all things related to sophisticated travelers on an array of high-end domestic and international small-group programs. Reporting to the Manager, Guest Operations, this administrative focused role is an essential member of a dynamic customer service team whose common goal is to create the very best travel experience for our clients, both travelers and sponsor partners. This role requires you to work in-person at the midtown office to provide essential administrative support to a hybrid team of colleagues. You will combine interpersonal skills with nitty-gritty attention to detail. This position is an excellent entry to career opportunities at Arrangements Abroad and the travel industry generally.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Provide administrative support to all departments, including printing, copying, scanning, data entry, postal mailing, shipping, and errands.
• Field incoming phone calls, take inquiries, carefully gather information and document traveler requests.
• Draft and edit dozens of traveler documents weekly (from templates) for the Guest Services team, including suggested reading lists, destination specific information, packing lists, etc.
• Assemble and draft the “Tour Director Book” and supplies package. Arrange review and approval by cross-departmental staff virtually. Oversee and facilitate both domestic and international shipping, customs clearance, and delivery.
• Support the office environment with daily, weekly and monthly maintenance tasks (not cleaning).
• Assist in preparation for office-wide events. (Small monthly, 2-3 larger annual events, greeting and hosting occasional office visitors and meetings).
• Occasionally support the Guest Services team in client outreach for current guests’ arrangements and interested traveller inquiries.
• Proficiently use Google Suite (docs/sheets) and our Customer Relationship Management (CRM) database (Viatour, a custom Microsoft Access database) to fulfill your above responsibilities; including data entry, quality assurance, generating reports and preparing trip information for “online booking”.
• Assist Management team as needed or as special projects arise.

SKILLS & QUALIFICATIONS:

• Passion for a wide variety of tasks, attention to detail, superb organization and prioritization skills
• Excellent verbal and written communication, including active listening, editing, and proofing
• Comfort with Google Suite, google docs/sheets, CRM database strongly desired
• Comfort on the phone and in person
• Self-motivated, team-player, problem-solver, ready to jump into impromptu tasks and projects
• Bachelor’s Degree highly preferred
• Enthusiasm for technology, education, culture, and travel
• Ability to work in person at our midtown NY office, Mon-Fri, 9 AM – 5 PM
• Previous experience in office management, admin, nonprofits, or museums is a plus

BENEFITS

• Salary commensurate with experience, range: $40,000 – $49,000
• Incentive compensation that may include individual, team, and whole firm incentives
• Annual profit sharing in the form of paid bonus
• 401k with company matching
• 9 Company paid holidays plus a minimum of 15 paid days off
• Company paid disability, life, and travel insurance
• Subsidized medical benefits plus optional dental, vision, OneMedical, Talkspace, Teledoc, and HealthAdvocate 
• Health Savings Accounts, Flexible Spending Accounts (e.g., Pre-tax dependent care and/or medical savings plan)
• Paid family leave
• Access to pre-tax commuter spending accounts
• Employee discounts and many different employee services are available at no charge through Justworks

TO APPLY

Only local candidates will be considered at this time. Send your resume and a thoughtful cover letter explaining why you’d like to work for Arrangements Abroad in this role to jobs at arrangementsabroad.com, with the name of the position you are applying for in the subject line. Applications without a cover letter will not be considered. Current references will be required in the final round. If your qualifications meet our needs we will contact you, and in addition, retain your resume on file for 90 days. Arrangements Abroad is an Equal Opportunity Employer, committed to a diverse and inclusive work environment. We look forward to learning what you can bring to our team!

*We do not have a vacancy at the moment, but occasionally have openings. Please apply if you are interested and we will keep your resume on file.

The Guest Services Associate is the principal point of contact for sophisticated travelers, coordinating their arrangements on an array of high-end domestic and international small-group programs, and regularly interfaces with institutional representatives. Reporting to the Guest Services Manager, this customer service and sales representative is an essential member of a dynamic team whose common goal is to create the very best travel experience for our travelers and sponsors. This position is an excellent entry to career opportunities at Arrangements Abroad and the travel industry generally.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Provide professional and polished customer service to potential and current travelers over the phone and through email; take inquiries and respond to customer needs, gather information and research, and deliver detailed and personalized materials in a timely manner.
• Cultivate and follow up with interested travelers and prospects, including suggesting and implementing marketing initiatives to fill our pre-designed small-group programs.
• Project manage 1-3 program departures per month (12-24 simultaneously at different project stages), working collaboratively with internal staff and across departments to organize logistics for each program and traveler.
• Coordinate travel arrangements for individuals; including invoicing, data entry, mailings, insurance, visa applications, and flight plans.
• Liaise with travel partners and sponsor representatives and manage the account relationship, keeping our partners updated on enrollment, guest correspondence, materials, and other issues that arise.
• Diligently follow up on payments and missing traveler information.
• Proficiently use and maximize our CRM database, ViaTour (a Microsoft Access database), Google’s G Suite, and Microsoft Word/Excel, to fulfill your above responsibilities.
• Occasional opportunities to volunteer as a Tour Director, attend conferences, site inspections and participate in FAM trips may be offered to you. These are strictly voluntary on your part.

SKILLS & QUALIFICATIONS:

• Passion for customer service, attention to detail, superb organization and prioritization skills.
• Excellent verbal and written communication, including active listening, editing, and proofing.
• Comfort on the phone.
• Self-motivated, team-player, problem-solver, relationship builder with the ability to address immediate and high-tension customer service requests.
• This position balances speed with accuracy, administration/data entry with personable customer service, and requires the ability to handle several concurrent projects.
• 5+ years relevant experience (e.g., Customer Service, Travel, Sales, Museums, or Alumni Development) and Bachelor’s Degree required.
• Enthusiasm for technology, education, culture, and travel.
• Ability to work in person at our midtown NY office, Mon-Fri, 9 A.M. – 5 P.M.
• Project management or customer service experience preferred.
• This position will begin with an approximately 6-month internal mentorship & training program where you will be oriented to the different aspects of the company and provide administrative support to the Guest Services team and managers.

BENEFITS

• Salary commensurate with experience, range: $40,000 – $55,000
• Incentive compensation that may include individual, team, and whole firm incentives
• Annual profit sharing in the form of paid bonus
• 401k with company matching
• 9 Company paid holidays plus a minimum of 15 paid days off
• Company paid disability, life, and travel insurance
• Subsidized medical benefits plus optional dental, vision, OneMedical, Talkspace, Teledoc, and HealthAdvocate 
• Health Savings Accounts, Flexible Spending Accounts (e.g., Pre-tax dependent care and/or medical savings plan)
• Paid family leave
• Access to pre-tax commuter spending accounts
• Employee discounts and many different employee services are available at no charge through Justworks
• Travel!

*We do not have a vacancy at the moment, but occasionally have openings. Please apply if you are interested and we will keep your resume on file.

Reporting to a Guest Services or an Operations staff member, interns support all activities inside their department. The GS staff are the principal points of contact for the firm’s prestigious institutional sponsors and sophisticated individual travelers who have very high customer service expectations. The Operations staff are the behind-the-scenes coordinators of the itinerary and logistics. Organizational skills are key, and the ability to work effectively in a deadline-sensitive, team-oriented business is essential. Proficiency in Google G Suite is required, and the ability to learn other software-based management tools is necessary. This position is an excellent entry to career opportunities at Arrangements Abroad and the travel industry generally.

ESSENTIAL DUTIES & RESPONSIBILITIES*

• Work collaboratively with staff to provide administrative support, including data entry, printing/copying/scanning, and preparing postal mailings
• Assist with ViaTour database management, a custom Microsoft Access CRM platform, including data entry, data clean-up, generating standard reports, loading inventory, and trip details
• Draft documents and compile mailing materials for guests and vendors on upcoming trips
• Occasionally assist other department special projects and general office tasks as needed
• This is primarily an office based position, in NYC metro area

SKILLS & QUALIFICATIONS:

• Desire to learn the travel industry from the ground up
• Can-do positive attitude, able to work independently, yet support several staff simultaneously
• Knack for problem solving, details, and collaboration, with strong organizational skills
• Commitment to technology, quality data entry, and dedicated on-going learner
• Comfort using databases, Google Docs/Sheets and Microsoft Word/Excel strongly desired
• Pursuing or have a college degree, 4-year degree highly preferred
• Enthusiasm for education, culture, and travel

BENEFITS

• Hourly rate, range: $17-$25
• 8-16 hrs per week minimum commitment. If you are available, hours could increase to about 20-30 hours per week during busy months: March-May / Aug-October
• For 20+ hrs per week, on average, a monthly metro card will be provided, for those months
• 6 month minimum commitment, and often interns extend to 12-24 months
• We have hired many full-time staff directly from this internship program!

*We are a family-owned company with possibilities to explore special projects in other departments. Please share what other aspects of our company that might interest you; we may be able to create a unique and mutually beneficial internship opportunity.