Job Title: Executive Assistant to DirectorDepartment
Industry-Travel & Tourism
Reports To-Director
Job Summary
We are seeking a dynamic, detail-oriented, and proactive Executive Assistant to support the Director in managing daily business operations within a fast-paced Travel & Tourism environment. The role requires exceptional organizational skills, stakeholder management capabilities, and the ability to coordinate travel-related activities, business meetings, client engagements, and strategic initiatives. The ideal candidate will serve as a trusted partner to the Director, ensuring seamless communication, efficient scheduling, and timely execution of key business priorities.
Key ResponsibilitiesExecutive Support
- Manage the Director’s calendar, appointments, meetings, and travel schedules.
- Coordinate domestic and international business travel, including flights, accommodations, visas, transportation, and itineraries.
- Prepare presentations, reports, business correspondence, meeting agendas, and briefing documents.
- Attend meetings when required, record minutes, and track action items to completion.
- Manage confidential information and sensitive business documents with discretion.
Travel & Tourism Coordination
- Coordinate travel arrangements for senior management, VIP guests, corporate clients, and business partners.
- Liaise with airlines, hotels, destination management companies (DMCs), tour operators, and travel vendors.
- Support the Director in planning tourism events, familiarization trips (FAM tours), exhibitions, roadshows, and promotional activities.
- Monitor travel schedules and provide real-time support for itinerary changes or operational issues.
- Maintain travel databases, vendor records, and client information.
Business Operations & Communication
- Act as the primary liaison between the Director and internal departments, clients, tourism partners, and external stakeholders.
- Screen and prioritize emails, calls, and correspondence.
- Follow up with departments on project deliverables, operational updates, and management decisions.
- Coordinate cross-functional activities to ensure smooth execution of business objectives.
Stakeholder & Vendor Management
- Maintain strong relationships with tourism boards, hotels, airlines, travel agencies, corporate clients, and suppliers.
- Assist in negotiating and coordinating meetings with business partners and vendors.
- Ensure timely communication and follow-up on contracts, proposals, and business agreements.
Event & Project Coordination
- Assist in organizing company events, conferences, trade fairs, and tourism exhibitions.
- Coordinate logistics, venue arrangements, registrations, travel bookings, and guest management.
- Track project timelines and provide regular status updates to the Director.
Administrative Responsibilities
- Maintain records, contracts, agreements, and official documentation.
- Process travel expenses, reimbursements, invoices, and administrative reports.
- Prepare MIS reports, business performance summaries, and management dashboards.
Qualifications
- Bachelor's degree in Business Administration, Hospitality Management, Tourism Management, or a related field.
- 4–8 years of experience as an Executive Assistant, Executive Coordinator, or Office Manager supporting senior leadership.
- Experience in the Travel, Tourism, Hospitality, Aviation, or Event Management industry preferred.
- Strong understanding of travel booking processes and itinerary management.
Required Skills
- Executive calendar and schedule management
- Travel planning and coordination
- Vendor and stakeholder management
- Event and project coordination
- Excellent verbal and written communication skills
- Advanced proficiency in Microsoft Office (Excel, PowerPoint, Word)
- Attention to detail and problem-solving ability
- Strong multitasking and time management skills
- High level of confidentiality and professionalism
Preferred Competencies
- Knowledge of travel management systems and booking platforms
- Experience coordinating international travel and visa processes
- Ability to work under pressure and manage multiple priorities
- Strong interpersonal and relationship-building skills
- Customer-centric mindset with a service-oriented approach
Key Performance Indicators (KPIs)
- Effective management of Director's calendar and priorities
- Timely coordination of travel arrangements and business meetings
- Accuracy and quality of reports, presentations, and documentation
- Stakeholder satisfaction and responsiveness
- Successful execution of events and business initiatives
- Timely closure of action items and follow-ups
Pay: ₹30,000.00 - ₹40,000.00 per month
Benefits:
- Leave encashment
- Provident Fund
Work Location: In person
