Executive Assistant cum Travel Desk Officer

Primary Responsibilities And Deliverables

• Executive Assistant to HR Director:
• Provide high-level administrative and operational support to the Director, ensuring seamless coordination of
  
  

business activities.

• Manage the Directors calendar, schedule appointments, and prioritize engagements to optimize productivity.
• Prepare and review business correspondence, reports, and presentations for internal and external meetings.
• Handle confidential documents, ensuring security and proper record-keeping.
• Act as the primary point of contact between the Director and internal/external stakeholders, managing
  
  

communications efficiently.

• Oversee travel arrangements, including visa processing, flight bookings, accommodation, and itinerary planning.
• Assist in preparing reports, financial summaries, and strategic documents to support decision-making.
• Track action items, follow up on key deliverables, and ensure timely execution of business priorities.
• Support event planning, high-level meetings, and networking engagements attended by the Director.
• Travel Desk Management:
• Coordinate comprehensive travel arrangements for employees, senior management, and guests in alignment with
  
  

the companys travel policies and preferences.

• Oversee end-to-end visa processing, travel insurance coverage, and ensure compliance with international
  
  

travel laws and destination-specific entry requirements.

• Book flights, accommodation, and ground transportation, ensuring comfort, cost-efficiency, and timeliness for all
  
  

itineraries.

• Maintain and regularly update the travel database, monitor travel budgets, track expenses, and facilitate timely
  
  

submission and processing of travel reimbursements.

• Prepare detailed travel itineraries for all travelers, ensuring clarity, accuracy, and inclusion of all logistical details
  
  

and emergency contacts.

• Develop and maintain standard operating procedures (SOPs) for travel management processes to ensure
  
  

consistency, efficiency, and adherence to company standards.

Qualifications

• Bachelors degree in Business Administration, Human Resources, or related field.
• Additional certification in office administration, travel management, or executive assistance is an advantage.
  
  

Experience

• Minimum 5 years of experience as an Executive Assistant or in a similar administrative role.
• Prior experience managing travel desk operations and international travel coordination.
• Exposure to corporate gifting, branding, or promotional merchandise management is preferred.
  
  

Knowledge And Skills

• Strong knowledge of executive-level calendar and email management.
• Familiarity with visa procedures, travel insurance, and international travel compliance.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• Ability to draft, format, and edit business documents and presentations.
• Solid understanding of SOPs, budget tracking, and travel database maintenance.
• Skilled in preparing detailed travel itineraries with accuracy and attention to logistical and emergency details.
  
  

Personal Attributes

• Highly organized, detail-oriented, and able to manage multiple tasks under pressure.
• Discreet with handling confidential information.
• Strong interpersonal skills and professional demeanor.
• Proactive, resourceful, and solution-oriented mindset.
• Flexible, with the ability to adapt to dynamic priorities and tight deadlines.