Below is a comprehensive Job Description suitable for a growing organization where the candidate will manage both corporate travel operations and provide executive support to the Managing Director.
Job DescriptionTravel Executive cum Personal Assistant to the Managing Director
Company: U-Sonix Solutions Pvt. Ltd.
Department: Administration & Executive Office
Reporting To: Managing Director
Location: Chennai, Tamil Nadu
Employment Type: Full-Time
About U-Sonix Solutions Pvt. Ltd.
U-Sonix Solutions Pvt. Ltd. is a leading organization in the field of Non-Destructive Testing (NDT), Inspection, Technical Training, and Industrial Services. We are looking for a highly organized, proactive, and trustworthy professional who can efficiently manage the MD's travel requirements while providing executive and administrative support.
Position Summary
The Travel Executive cum Personal Assistant will be responsible for planning and coordinating all domestic and international travel arrangements for the Managing Director and company officials, while also managing the MD's daily schedule, correspondence, meetings, confidential documentation, and administrative tasks.
The ideal candidate should possess excellent communication skills, exceptional organizational abilities, strong attention to detail, and the ability to work independently with minimal supervision.
Key ResponsibilitiesA. Travel Management (Primary Responsibility)
- Plan and coordinate domestic and international travel.
- Book flights, train tickets, hotels, taxis, and travel insurance.
- Prepare detailed travel itineraries.
- Compare travel options for cost optimization.
- Manage visa documentation and application processes.
- Coordinate passport renewals and travel-related documentation.
- Handle foreign exchange arrangements whenever required.
- Monitor travel expenses and maintain travel budgets.
- Liaise with airlines, travel agencies, hotels, and transport vendors.
- Handle last-minute travel changes efficiently.
- Ensure compliance with company travel policies.
- Maintain travel records and expense reports.
B. Executive Assistance to the Managing Director
- Manage the MD's calendar and appointments.
- Schedule internal and external meetings.
- Coordinate meetings with clients, vendors, and government authorities.
- Draft emails, letters, reports, and presentations.
- Maintain confidential files and executive records.
- Screen phone calls and correspondence.
- Prepare meeting agendas and minutes (MoM).
- Follow up on action items assigned by the MD.
- Coordinate reminders for important deadlines.
- Arrange conference calls and virtual meetings.
- Assist in preparing business proposals and presentations.
C. Administrative Support
- Maintain office documentation.
- Coordinate courier and dispatch activities.
- Handle filing systems (physical and digital).
- Track office expenses related to travel.
- Coordinate with HR and Accounts for travel reimbursements.
- Support company events and corporate meetings.
- Assist in vendor management.
D. Communication & Coordination
- Act as the primary liaison between the MD and internal departments.
- Coordinate with clients regarding meetings and travel schedules.
- Maintain professional relationships with travel vendors.
- Handle confidential communications with discretion.
- Follow up with various departments on behalf of the MD.
E. Documentation
- Maintain travel records.
- Maintain expense statements.
- Prepare MIS reports.
- Update travel trackers.
- Maintain contact databases.
- Organize important company documents.
Desired Candidate ProfileEducation
- Bachelor's Degree in Travel & Tourism, Business Administration, Commerce, Management, or any related field.
Experience
- 2–5 years of experience as:
- Executive Assistant
- Personal Assistant
- Travel Executive
- Corporate Travel Coordinator
- Administrative Executive
Experience supporting senior management will be preferred.
Technical Skills
- MS Office (Excel, Word, PowerPoint)
- Google Workspace
- Outlook
- Online travel booking portals
- Visa documentation
- Calendar management
- Internet research
- Travel expense management
Soft Skills
- Excellent communication skills
- Professional etiquette
- Strong organizational skills
- Time management
- Multitasking ability
- High attention to detail
- Confidentiality and integrity
- Problem-solving skills
- Decision-making ability
- Flexibility to work beyond office hours when required
Key Performance Indicators (KPIs)
- 100% accuracy in travel bookings.
- Zero missed meetings due to scheduling errors.
- Timely completion of visa and travel documentation.
- Travel cost optimization through effective planning.
- Calendar maintained with no scheduling conflicts.
- Meeting minutes circulated within 24 hours.
- Timely follow-up on MD's action items.
- Accurate maintenance of confidential records.
- High responsiveness to executive requests.
- Effective coordination with internal and external stakeholders.
Preferred Candidate
- Experience handling domestic and international corporate travel.
- Prior experience working directly with CXOs, Directors, or Managing Directors.
- Ability to work under pressure and manage changing priorities.
- Willingness to travel occasionally if required.
- Strong professional appearance and interpersonal skills.
Working Hours
- Monday to Saturday
- Availability beyond office hours during business travel or urgent requirements.
Compensation
- Salary: As per company standards and experience.
- Performance-based incentives may be offered based on efficiency, cost savings, and executive support.
Why Join U-Sonix Solutions Pvt. Ltd.?
- Opportunity to work closely with the Managing Director and gain exposure to strategic business operations.
- Dynamic work environment with opportunities for professional growth.
- Exposure to domestic and international business travel coordination.
- A role that combines executive administration, corporate travel management, and business coordination, offering excellent career progression.
Pay: ₹25,000.00 - ₹28,000.00 per month
Benefits:
- Cell phone reimbursement
- Food provided
Work Location: In person
