Employment Opportunities

Arrangements Abroad is a New York City-based tour operator focused exclusively on the educational and cultural segments of the travel industry. Founded in 1977, the firm creates and operates intellectually stimulating programs to more than 50 countries on behalf of premier nonprofit institutions, including leading museums and alumni associations. The goal of Arrangements Abroad, a small privately owned company, is to offer the highest caliber travel experiences, characterized by attentive customer service, logistical elegance, private access, and special visits.

Development Manager/Director

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The firm is currently seeking a professional (at least 8-10 years experience in travel operations or hospitality) for a senior position in Tour Development. The work environment is fast-paced and team-oriented, and demands superior organization skills and discipline.

ESSENTIAL DUTIES & RESPONSIBILITIES:

  • Develop specialized group itineraries in collaboration with sponsors
  • Source and work with hotels, cruise and land operators around the world
  • Interact with client institutions and their study leaders in the development of trip concepts and itineraries
  • Prepare program budgets and pricing proposals
  • Research and coordinate unique, private, and special content and events
  • Proofread marketing materials and traveler documents
  • Work collaboratively with internal staff and across departments to organize each program
  • Network with tourism organizations and participate in Fam trips to develop new and innovative destinations and trip concepts (generally 1-2 times a year)

SKILLS & QUALIFICATIONS:

  • Bachelor's Degree required, interest in Liberal/Fine Arts strongly desired
  • Work experience in travel & tourism business
  • Superior writing and clear, concise communications skills
  • Contract negotiation experience required
  • Strong map reading, geography, and logistical expertise necessary
  • Problem solving
  • Organizational skills and attention to detail
  • Ability to multitask, meet deadlines and prioritize
  • Ability to build relationships through a variety of mediums
  • Intermediate to Advanced in Microsoft Office and Google suite (including documents and spreadsheets, as well as working with databases)
  • Analyze current results to identify gross profit risks / opportunities and recommend actions
  • Take action in the event of significant cost variances
  • Attention to detail; strong Organizational Skills
  • Understanding of foreign currency translation
  • Passion for and knowledge of travel a plus
  • Experience living and working in a foreign locale, as well as foreign language skills, are pluses
  • BENEFITS

    • Competitive salary commensurate with experience
    • Full benefits package (Medical/Dental/Disability/Tax-deferred retirement savings plan/Incentive compensation program)
    • TO APPLY

      Send your resume and a thoughtful cover letter explaining why you'd like to work for Arrangements Abroad in the Tour Operations department to jobs@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. If your qualifications meet our needs we will contact you, and in addition, retain your resume on file for 90 days. Only local candidates will be considered at this time. 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!

Client Services Associate

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Based in New York City, the Client 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 Client Services Director, 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.

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 predesigned small-group programs.
  • Project manage 1-4 program departures per month 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. Including updates 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.
  • Occasionally accompany groups in the field as a Junior Tour Director.

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.
  • Project management or customer service experience preferred.

BENEFITS

  • Competitive salary commensurate with experience; performance-based incentive program.
  • Full benefits package (Medical/Dental/Disability/Life)
  • Retirement savings plan
  • Office conveniently located near Bryant Park in New York City

TO APPLY

Send your resume and a thoughtful cover letter explaining why you'd like to work for Arrangements Abroad in the Client Services position to jobs at arrangementsabroad dot 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. Only local candidates will be considered at this time. 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!

Client Services Assistant/Coordinator

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Based in New York City, the Client Services Assistant/Coordinator 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 a Client Services senior staff member, 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.

ESSENTIAL DUTIES & RESPONSIBILITIES:

  • Help greet and welcome office visitors, assist with office maintenance.
  • Field incoming phone calls, take inquiries, carefully gather information and document traveler requests, and transcribe general company voicemails.
  • Provide administrative support to the Client Services team and managers, including printing/copying/scanning, data entry, and postal mailing.
  • Provide professional and polished customer service to potential and current travelers over the phone and 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 guests and leads on your trips and your colleagues' trips.
  • Project manage 1-2 trips per quarter, working collaboratively with internal staff and across departments to organize logistics for each program and traveler.
  • Make reminder phone calls to currently booked travelers to collect necessary travel documents, e.g. passports and payment reminders.
  • Proficiently use and maximize our Customer Relationship Management (CRM) database, ViaTour (a custom Microsoft Access platform), including data entry, quality assurance, and generating reports, to fulfill your above responsibilities.
  • Assist Senior Management / Client Services Director as needed or as special projects arise.

SKILLS & QUALIFICATIONS:

  • Strong and sophisticated verbal and written communication skills, with a passion for customer service
  • Comfort on the phone. Self-motivated, team-player, problem-solver, relationship builder
  • Knack for 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

  • Competitive salary commensurate with experience
  • Full benefits package (Medical/Dental/Disability/Life)
  • Retirement savings plan
  • Office conveniently located near Bryant Park in New York City

TO APPLY

Send your resume and a thoughtful cover letter explaining why you'd like to work for Arrangements Abroad in the Client Services position to jobs at arrangementsabroad dot 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. Only local candidates will be considered at this time. 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!

Internships

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Client Services Internship or Administrative Assistant*

Interns and Administrative Assistants support all activities inside the Client Services department. The CS 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. Organizational skills are key, and the ability to work effectively in a deadline-sensitive business is essential. Proficiency in Microsoft Office and Google G Suite is required, and the ability to learn other software-based management tools is necessary. To be considered, candidates must be pursuing or have a college degree.

ESSENTIAL DUTIES & RESPONSIBILITIES:

  • Field all incoming phone calls, take inquiries, carefully gather information and document traveler requests, take payments.
  • Provide data, analytic, and administrative support to the Client Services team and managers, including printing/copying/scanning, data entry, and various postal mailings.
  • Help with marketing efforts, including list pulling, sending postal mail brochures, cultivation emails, and follow-up phone calls.
  • Assist with ViaTour database management, a custom Microsoft Access CRM platform, including data entry, quality assurance, and tour processing.
  • Compile mailings materials and documents for upcoming trips.
  • Occasionally assist other department special projects.
  • Help with general office tasks on an as-need basis.

DESIRED SKILLS AND EXPERIENCE:

  • Ready to help and jump-in attitude, ability to work independently, yet support several internal staff simultaneously.
  • Passion for customer service and user experience.
  • Knack for problem solving, collaboration, and project management.
  • Comfort using Microsoft Word/Excel and Google Docs/Sheets required.
  • Experience in direct mail, data hygiene, and relational databases (CRM) a plus.
  • Enthusiasm for education, culture, and travel.
  • We are a small 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.

    Hourly compensation, part and full-time schedules available.

    *Please inquire about additional internship opportunities in our other departments

Tour Operations Associate / Manager

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The firm is currently seeking a professional (at least 2-5 years experience in travel operations or event management) for a position in our Tour Operations department. The work environment is fast-paced and team-oriented, and demands superior organization skills and discipline.

ESSENTIAL DUTIES & RESPONSIBILITIES:

  • 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
  • Interact with client institutions and their study leaders
  • Work with cruise, hotel, and land operators around the world
  • Manage program budgets and expenses using spreadsheets
  • Research and coordinate special content and events
  • Proofread marketing materials and traveler documents
  • Liaise with international hotels, cruise, and land operators and manage group reservations
  • Manage trip operations data (suppliers, rooming lists, etc) in company CRM system
  • Create and manage key tour organization documents
  • Work with Tour Directors remotely before and during trips, including to solve problems or deal with emergencies
  • Represent AA at trade shows, on FAM trips, and on our tours (generally 1-2 times a year) and during local vendor and client meetings

SKILLS & QUALIFICATIONS:

  • Bachelor's Degree required, interest in Liberal/Fine Arts strongly desired
  • Work experience in hospitality and/or travel & tourism business preferred
  • Superior writing and speaking abilities
  • Contract negotiations experience
  • Strong map reading, geography, and logistical expertise necessary
  • Problem solving
  • Organizational skills and attention to detail
  • Ability to multitask, meet deadlines and prioritize
  • Ability to build relationships through a variety of mediums
  • Independent worker who respects budgets and deadlines
  • Intermediate to Advanced in Microsoft Office and Google suite (including documents and spreadsheets, as well as working with databases)
  • Analyze results to identify gross profit risks/opportunities and recommend actions
  • Take action in the event of significant cost variances
  • Understanding of foreign currency translation
  • Passion for and knowledge of travel a plus
  • Experience living and working in a foreign locale, as well as foreign language skills, are pluses

BENEFITS

  • Competitive salary commensurate with experience
  • Full benefits package (Medical/Dental/Disability/Tax-deferred retirement savings plan/Incentive compensation program)

TO APPLY

Send your resume and a thoughtful cover letter explaining why you'd like to work for Arrangements Abroad in the Tour Operations department to jobs@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. If your qualifications meet our needs we will contact you, and in addition, retain your resume on file for 90 days. Only local candidates will be considered at this time. 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!

How do I apply? Send a thoughtful cover letter and resume to jobs at arrangementsabroad dot 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!