Director's Calendar, Travel & Itinerary Management
- Coordinate and manage the Director's calendar, scheduling business meetings (financial review, manufacturing review, department/HR meetings) and personal appointments.
- Arrange domestic and international travel and accommodation for the Director, family, sales team and visitors, comparing vendor/online rates before booking.
- Prepare detailed itineraries (travel, hotel and meeting details) and maintain an updated travel schedule with ticket and hotel confirmations.
- Align driver schedules to the Director's and family's business and personal requirements on a daily basis.
- Keep travel-related documents (visa applications, passport renewals, forex arrangements) current and completed ahead of requirement.
Personal and Family Affairs Management
- Manage and close personal work/requirements of the Director and family on an ongoing basis.
- Oversee maintenance, insurance and documentation of the Director's personal vehicles and properties; review rent agreements and initiate renewals as needed.
- Manage AMC arrangements (AC, pest control, housekeeping etc) at the Director's residence and other personal/company properties.
- Track and follow up on personal utility bill payments and ensure uninterrupted services.
- Manage personal (non-staff) insurance policies and renewals.
Card, Expense and Vendor Management
- Reconcile personal and corporate credit card statements monthly and submit verified bills to Accounts for payment.
- Track corporate/personal card reward points and miles, ensuring no value lapses through expiry.
- Verify vendor invoices against agreed terms/rate contracts before submitting to Finance for processing and follow up to ensure vendor payments are released on schedule.
- Negotiate and maintain vendor agreements (AMC, services) and ensure SLAs are met.
- Maintain company vehicles (fuel, passes/FASTag) and ensure toll/fuel card balances stay above threshold.
- Process employee loan applications per policy, verifying genuineness and prior history in coordination with Finance.
- Facilitate employee ID card and visiting card issuance, and distribution of company assets with proper documentation.
Sales and Marketing Support
- Coordinate flight/train/hotel bookings for the sales team's travel requirements.
- Support preparation of marketing content (brochures, flyers, advertisements, social media posts, website) and coordinate exhibition logistics (stall fabricator, designers, printers, gifts).
- Coordinate festive/customer gifting (e.g., Diwali gifts, mailers) and annual sales event logistics end-to- end.
- Coordinate printing and distribution of branded merchandise (diaries, calendars, T-shirts/uniforms) to the sales team/customers.
- Track membership renewals with industry bodies/associations (e.g., trade associations) and trademark registration/renewal timelines in coordination with the relevant stakeholders.
Follow-up, Coordination and Other Responsibilities
- Ensure Help Tickets/Help Slips are resolved within timelines, escalating to seniors where required.
- Register the Director for programs, subscriptions and memberships, and ensure timely renewal before expiry.
- Accompany the Director to events/exhibitions as needed and document proceedings.
- Track and close pending approvals awaited from the Director.
- Coordinate gifting for various occasions and any other administrative/coordination task assigned by the Director.
Key Interactions
- Internal: Director and family, Operations, Sales, Marketing, Finance/Accounts, HR, Production
- External: Vendors, travel agencies, banks/card issuers, industry associations, service providers
Pay: ₹60,000.00 - ₹80,000.00 per month
Benefits:
Work Location: In person
