Operations Team Administrative Assistant

Position Summary

Harmony Tours is seeking a detail-oriented, hard-working Operations Team Administrative Assistant to support our growing operations team and serve as a primary point of contact for customer service.

This role is ideal for someone who is detail orientated, enjoys helping others, staying organized and comes to work with an open, “How can I help?” attitude. They must be comfortable supporting multiple team members, projects, travelers, directors, vendors, and internal systems.

The Operations Team Administrative Assistant will report directly to the President and work closely with the operations team, including our tour and event managers, to help ensure that our travelers, clients, and partners receive timely, accurate, and professional support.

About Harmony Tours

Harmony Tours creates customized travel experiences for performing arts groups, including choirs, bands, orchestras, and other student and adult ensembles. Our programs combine travel, performance, music education, and memorable group experiences in destinations across the United States and beyond.

Because our tours are highly customized, our work requires strong attention to detail, excellent communication, flexibility, and a team-first mindset.

Primary Responsibilities

Customer Service & Communication

• Serve as a primary customer service contact for travelers, parents, directors, and clients
• Respond to emails, phone calls, and general inquiries in a timely, professional, and helpful manner
• Help answer questions related to registration, payments, travel details, etc.
• Escalate complex questions or concerns to the appropriate team member while making sure nothing falls through the cracks
• Maintain a warm, clear, and solutions-oriented tone in all communication

Operations Team Support

• Provide day-to-day administrative support to the President and operations team, including data entry, document management, and record maintenance.
• Assist with preparing, updating, and reviewing tour-related documents, traveler information, forms, rooming lists, and other operational details.
• Track deadlines, outstanding tasks, and follow-up items to help ensure projects stay on schedule.
• Support tour and event managers by organizing and maintaining information for hotels, transportation providers, venues, restaurants, attractions, and other vendors.
• Review traveler and program information for accuracy, completeness, and potential issues before they become problems.
• Use and maintain company systems, spreadsheets, checklists, and workflows while following established processes consistently.
• Communicate proactively, stay organized across multiple programs and deadlines, and provide flexible support during busy travel seasons.

Ideal Candidate

The ideal candidate is someone who is organized, dependable, detail-oriented, and service-minded. They do not need to know everything on day one, but they do need to be eager to learn, willing to ask good questions, and committed to doing careful work.

This person should be comfortable with repetitive administrative tasks, customer service conversations, and deadline-driven work. They should also be able to work independently while staying connected to the team and using the company’s existing systems.

Required Qualifications

• Strong attention to detail
• Excellent written and verbal communication skills
• Strong organizational skills and ability to manage multiple tasks at once
• Customer service experience or a strong service mindset
• Comfort working with spreadsheets, shared documents, email, and cloud-based systems
• Ability to follow established processes and checklists
• Ability to ask questions, take feedback, and improve over time
• Dependable, professional, and hard-working
• Positive, team-first attitude

Preferred Qualifications

• Experience in travel, hospitality, education, music, performing arts, events, or administration
• Experience working with student groups, schools, directors, parents, or travelers
• Experience with registration platforms, CRM systems, shared drives, task management software, or itinerary tools

Work Location

This position may be based in person in Fort Collins, Colorado. Hybrid or remote arrangements may be considered for the right candidate depending on their experience, communication skills, ability to stay organized, and ability to follow existing systems with minimal oversight.