Hybrid Executive Assistant - (Hybrid - San Marcos, CA) en Avoya Travel

This is a full-time position that is a Hybrid Position in San Marcos, CA. 

ABOUT AVOYA

At Avoya Travel, we’re reimagining the way people plan and book vacations. Through our patented platform and business model, we connect travelers with travel experts to bring vacation dreams to life. With specialized brand and destination knowledge paired with exclusive deals and high-tech, high-touch customer service, Avoya is one of the largest and fastest growing travel companies in North America. Our number one goal is to enrich our lives through unique travel experiences.

Our team members are united in their enthusiasm for enriching the lives of others, passion for travel and exploration in their own lives, and commitment to achieve remarkable results. Avoya offers employees a comprehensive pay and benefits package, frequent learning and development events, flexible hybrid and remote work opportunities, generous travel incentives, and a work hard, play hard culture. With wellness and work/life balance at the forefront, Avoya Travel will empower you to flourish in the ultra-rewarding travel industry and most importantly HAVE FUN while doing it.

Avoya is seeking new talent to join our amazing team and seeks qualified candidates that thrive in innovative, collaborative environments.

ABOUT THE OPPORTUNITY

Avoya Travel is hiring a full-time Executive Assistant. 

Are you a highly organized, resourceful professional with a passion for travel and supporting executive leadership? Join our dynamic team as an Executive Assistant, where you'll play a key role in ensuring smooth operations and strategic support for our CEO and executive team.

We’re looking for someone who brings professionalism, adaptability, and a love for travel to the table — someone who can keep things moving behind the scenes while helping our leadership stay focused on growth and innovation.

The Executive Assistant (EA) provides high-level administrative support, manages calendar, travel, communications, and special projects with exceptional skill, autonomy, and discretion. The EA is calm under pressure, highly organized, detail oriented, and possesses superb communication and problem-solving skills all while seamlessly being able to anticipate the needs of the executives s/he supports.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Support

• Manage and maintain the schedules/ calendars, including scheduling or changing meetings, appointments, and travel arrangements.
• Prepare and organize materials for meetings, presentations, and reports.
• Handle confidential information with discretion and professionalism.

Communication & Coordination

• Serve as a liaison between the executive team and internal/external stakeholders.
• Handle phone calls, emails, and communications on behalf of the team as needed.
• Coordinate logistics (location, agenda, catering, may take meeting minutes, etc.) for board meetings, leadership offsites, and other executive-level events.

Project & Task Management

• Assist in tracking key initiatives and follow-ups, ensuring timely completion of tasks.
• Support the executive team in managing special projects, including research, data analysis, and special assignments. 
• Organize and maintain files, reports, and presentations as needed.

Travel & Expense Management

• Arrange complex travel itineraries, accommodations, and agendas (books flights, accommodations, transportation, makes reservations, etc.)
• Prepare and submit expense reports and reconcile travel-related expenses.

Office & Administrative Oversight

• Ensure the office runs efficiently, including managing supplies, technology, and vendor relationships.
• Support the coordination of executive team activities and communications.

Relationship Management

• Build and maintain strong relationships with all key stakeholders (internal and external).
• Always represent the executive team in a professional and positive manner.
  • Assist with other tasks and/or special projects as required.

EXPERIENCE AND/OR EDUCATION

• Minimum of 5 years of experience as an Executive Assistant supporting senior executives, preferably in marketing, tech, or travel industries.

REQUIRED KNOWLEDGE,SKILLS, AND ABILITIES

• Emotionally intelligent (EQ)- relationship builder- ability to remain calm under pressure.
• Ability to successfully manage multiple projects at a time.
• Familiarity with project management tools (e.g., Asana, Trello, Notion).
• Demonstrated business writing skills.
• Proven ability to manage complex travel schedules and adapt quickly to changing priorities.
• Exceptional communication, organizational, and time-management skills.
• High level of discretion and professionalism.
• Proficiency in Microsoft Office Suite, Google Workspace, and travel management platforms.
• Experience working in a fast-paced, global environment.
• Ability to work a flexible schedule.  
• Presents a professional and tidy appearance (virtually or in person) while conducting or attending video calls, and/or meetings.
• Employees who work from home (part-time, full-time, or on occasion)must be able to meet performance standards and department requirements in a productive and professional environment.
  1. This includes the ability to work with little or no distraction(s), consistent internet connectivity, regular and ongoing communication with supervisors, reliable childcare and/or eldercare (if applicable), and depending on the role, the ability to discuss and protect all confidential information (company or people related).

PHYSICAL REQUIREMENTS 

• Must be able to occasionally travel up to 5% for different work events, which may include air travel and overnight stays.
• Ability to physically set up home computer equipment (laptop, monitor, keyboard, headset, and mouse).
• This is primarily a sedentary position- with long periods of sitting at a desk and working from a computer (ability to type, read, review, write, etc.).
• Ability to communicate (written and verbally) in English clearly, in a professional, friendly style, and at appropriate volumes.

Avoya Travel offers competitive pay, flexible work schedules (we offer in-office, hybrid, and remote roles), affordable health benefits (medical, dental, vision) and a wide variety of ancillary benefits (pet insurance, life insurance, LTD, accident, and legal coverages, etc.) that full-time employees can begin using the 1st of the month after date of hire (no-30 day wait)! We also offer a 401(k)-retirement plan with employer match and employee discounts on travel.

For those hired to work in an in-office or hybrid role, you’ll enjoy our beautiful San Marcos “Innovation Center”, a work environment that offers a casual dress code, stand-up desks, complimentary snacks and beverages, employee arcade, and a wellness- relaxation room.

Our company values diversity in its workforce and is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other legally protected status.

We use E-Verify, conduct professional references, and conduct criminal background checks and require an Arbitration Agreements as a condition of employment.