StephMyLife is looking for an exceptionally organised and detail-focused assistant to support the planning and administration of our international group tours.
This is a behind-the-scenes operations role focused on tour planning, supplier coordination, guest communication and administration. It does not involve social media, marketing or content creation.
This role will initially be part-time, but I am looking for someone who wants to grow with the business. My long-term goal is for this person to move into a full-time tour operations role and eventually manage a small team.
Key responsibilities
Tour planning and coordination
- Assist in the research of destinations, accommodation, activities, transport and local suppliers
- Help develop, organise and check tour itineraries
- Request, compare and organise supplier quotations
- Liaise with hotels, tour operators, guides and transport providers
- Confirm bookings and maintain accurate records of costs, inclusions, deadlines and cancellation terms
- Prepare rooming lists, transfer schedules and guest information for suppliers
- Double-check arrangements and identify missing information or potential logistical issues
- Keep planning documents, timelines and supplier information up to date
Guest communication and support
- Respond to guest questions clearly, warmly and professionally
- Send booking confirmations, payment reminders, forms and pre-departure information
- Collect and organise passport details, flight information, dietary requirements, medical information and room preferences
- Follow up when guest information or payments are outstanding
- Prepare and distribute packing lists, arrival instructions, itineraries and other essential tour information
- Assist with routine booking changes and administrative questions
- Escalate complaints, emergencies, sensitive matters and significant changes to me
Tour administration
- Maintain accurate spreadsheets and booking records
- Track guest payments, supplier payments and important deadlines
- Organise invoices, receipts, contracts and booking confirmations
- Coordinate arrival and departure transfers
- Assist with roommate allocation, optional activities and tour add-ons
- Create clear operational documents for each tour
- Ensure information shared with guests and suppliers is accurate and consistent
- Support other administrative work connected with the tours
About you
You will be:
- Exceptionally organised with excellent attention to detail
- Comfortable managing several tours, suppliers and deadlines simultaneously
- Confident communicating with guests and international suppliers
- Able to write clear, warm and professional emails
- Proactive about following up and identifying missing information
- Calm, practical and solution-focused when plans change
- Comfortable working independently and taking ownership of tasks
- Confident using spreadsheets, shared documents, email and online booking systems
- Discreet when handling passport, medical, personal and payment information
- Comfortable working collaboratively with me during scheduled co-working sessions
- Interested in taking on more responsibility as the business grows
- Capable of eventually developing processes and managing other team members
Experience in travel, tourism, events, hospitality, customer service or operations would be helpful, but excellent organisational skills, attention to detail and reliability are the most important qualities.
Hours and working arrangement
This is initially a part-time, remote contractor position requiring approximately 10–12 hours per week.
We will work together during two to three scheduled co-working sessions each week. These sessions will take place between Monday and Friday and will be arranged in advance.
Some tasks can be completed independently outside the co-working sessions, provided they are completed within the agreed Monday-to-Friday schedule.
There is no weekend work required.
Compensation
This is a paid position. Compensation will be discussed with shortlisted candidates and agreed based on experience, availability and the final working arrangement.
Any additional hours required during particularly busy pre-tour periods will be discussed and agreed in advance.
The role will begin with a three-month trial period. At the end of this period, we will review the workload, hours, compensation and overall working arrangement.
Opportunity for growth
This is intended to become a long-term role rather than a short-term administrative position.
As the number of tours grows, there will be an opportunity to:
- Increase the number of weekly hours
- Move into a full-time position
- Take ownership of the day-to-day operation of multiple tours
- Develop and improve tour-planning systems and processes
- Train and supervise additional administrative and operations staff
- Progress into a senior position such as Tour Operations Manager or Head of Tour Operations
- Eventually manage a small team working across guest support, administration and tour coordination
Progression will depend on performance, reliability, the growth of the business and the person’s interest in taking on additional responsibility.
Interview process
The selection process will consist of:
1. Written application
Applicants will be asked to submit:
- A CV or summary of relevant experience
- A short explanation of why they are interested in the role
- Their current availability
- Confirmation that they are comfortable with the hours and contractor arrangement
- An example of a time they successfully managed a detailed project, event or complicated set of arrangements. Or how they use technology and planning & organisational tools to manage their day to day life.
2. Initial video interview
Selected applicants will be invited to a 30-minute video interview.
This conversation will cover:
- Relevant experience
- Organisation and communication style
- Availability and preferred working schedule
- Experience dealing with customers, suppliers or changing plans
- Interest in developing into a more senior role
- Whether our working styles are likely to be a good fit
3. Short practical task
Shortlisted candidates will complete a paid practical task based on the type of work involved in the role.
For example, they may be asked to:
- Organise guest flight details into a transfer schedule
- Review a sample itinerary and identify missing information
- Draft a reply to a guest question
- Compare supplier quotations and summarise the differences
- Create a clear checklist for a sample upcoming tour
The task is intended to assess organisation, accuracy, judgment and written communication. It should take no more than one hour and will be paid at the advertised hourly rate.
4. Final conversation
The strongest candidate or candidates will have a final conversation to discuss:
- Feedback from the practical task
- Expectations on both sides
- Proposed co-working days and times
- Start date
- Initial priorities
- The three-month trial period and potential progression
Important role boundary
This is not a social media or content position. The assistant will not be expected to:
- Create or schedule social media posts
- Edit photographs or videos
- Manage social media accounts
- Develop marketing content
- Appear in content
The role is entirely focused on tour planning, guest support, supplier coordination and administration.
How to apply
Email steph@stephmylifetravel.com with the subject line:
Tour Operations Assistant Application – [Your Name]
Please include the following:
- Your current work situation and availabilityTell me about any current employment, freelance work, studies or other regular commitments. Include the days and times you are normally available between Monday and Friday.
This role requires genuine weekday availability for two to three scheduled co-working sessions. It is not suitable for someone already working a standard full-time 9-to-5 job.
- Why this specific role interests youPlease focus on the actual work involved—tour operations, administration, guest communication and logistical planning—rather than a general interest in travel, social media or working with StephMyLife.
- Relevant experienceBriefly explain any experience you have in administration, travel, events, operations, hospitality, customer support or supplier coordination. Include the systems and software you are comfortable using.
- An example of your work ethicDescribe a time when you took ownership of a difficult, detailed or time-sensitive task. Explain what was required, what you personally did and what the outcome was.
- An example of direct communicationDescribe a situation where you had to raise a concern, challenge a decision, admit a mistake or deliver difficult information to a manager or client. Explain how you handled it.
- Your approach to changing plansGive an example of a situation where arrangements changed unexpectedly. Explain how you reorganised the work and communicated with the people involved.
- Your longer-term plansTell me whether you would be interested in growing into a full-time role and eventually taking responsibility for managing tour operations and a small team.
A note on applications
I am looking for someone who is hardworking, dependable, comfortable taking initiative and able to communicate openly and directly with me. You need to be confident enough to ask questions, flag problems, disagree respectfully and tell me when something has gone wrong.
Applications written or heavily edited using ChatGPT or other AI writing tools will not be considered. I am not assessing perfect writing; I would prefer to understand how you naturally think and communicate. Just tell me about you, and why you feel this role is right for you.
Steph