Journeys Events Assistant

Position Overview:

The Journeys Events Assistant is an entry-level role supporting the planning and execution of Indagare’s Events and Journeys. Reporting to the Journeys Guest Experience Manager, you will provide the administrative and logistical backbone for each program, from proposal through on-site delivery and post-trip review, working closely with Creation, Guest Experience, Sales, Operations, and our external partners. This role is for someone who is eager to grow their event and operational skills, thrives on detail and organization, communicates clearly and warmly, and stays calm and solution-oriented in a fast-paced environment.

This is a fully remote, U.S. based position with an annual salary of $70,304.

What You’ll Do:

• Provide administrative and logistical support to the Events & Journeys Operations Lead across the full lifecycle of each program, from proposal through execution and wrap-up.
• Help build and maintain event timelines, run-of-show documents, and task trackers so that workflows and deliverables are clearly defined and met.
• Manage Salesforce records for Events and Journeys, ensuring the accuracy of all client, guest, and trip-related details.
• Available to travel as needed to support in-person assistance on Events and Journeys.
• Monitor event-related inboxes and keep guest records up to date in a timely manner, including rooming lists, travel details, dietary needs, and special requests.
• Prepare guest communications under the project lead’s direction, including confirmations, pre-departure updates, and follow-ups, delivering thoughtful, high-touch service.
• Relay guest and program information accurately to venues, hotels, and local partner teams, and help coordinate logistics such as transfers, dining, and on-site requirements.
• Track event budgets and expenses, process supplier payments, additional services, and refunds, and keep Salesforce and key financial records up to date.
• Prepare and proofread itineraries, traveler Lookbooks, and other guest-facing materials, ensuring they are accurate, polished, and on brand.
• Support on-site and virtual event execution as needed, including occasional travel to assist with programs on the ground.
• Collect guest, partner, and internal feedback, and help prepare and analyze post-event survey results to present to internal stakeholders.
• Partner with Creation, Content, Sales, Guest Experience, Operations, and Membership teams to support cohesive planning across each program.
• Provide operational backup when the project lead is out of the office or traveling with a group, and support the broader Journeys Operations team during peak periods.
• Rigorously follow Indagare Journeys standard operating procedures and contribute ideas that improve event processes and systems.
• Undertake any other duties as assigned, demonstrating flexibility and adaptability as needed.

What You’ll Bring:

• 1+ years of full-time professional experience preferred
• A passion for travel planning and a strong desire in growing into a travel specialist
• A natural ability to deliver excellent customer service in line with our hospitality ethos, and a passion for going the extra mile for your customers to create magical experiences.
• Strong organizational skills with demonstrated ability to meet key milestones on time and with quality
• Excellent attention to detail and follow-through, and a high standard of excellence.
• Ability to adjust to changing priorities and handle multiple assignments at once in a fast-paced, dynamic environment
• The ability to work both independently with minimal supervision, and collaboratively as part of a team.
• A positive and collaborative attitude.
• Technical skills to get the job done. This includes being proficient in Microsoft Office (Word, Excel, PowerPoint) and Google Suite (Google Docs, Google Sheets). Slack, Salesforce, ClickUp, and Zoom experience preferred
• Bachelor’s degree preferred