Job Description

Executive Assistant - Travel & Events Industry

Role Overview:

The Executive Assistant provides comprehensive administrative and operational support to senior management, ensuring seamless coordination of travel, events, and client activities. The role demands exceptional organizational skills, attention to detail, and the ability to handle multiple priorities in a fast-paced, client-centric environment.

Key Roles & Responsibilities

1. Executive & Administrative Support

Manage the daily calendar, travel schedules, and meetings for the Director/Business Head. Prepare client proposals, presentations, and meeting decks related to travel or event projects. Handle confidential communication, correspondence, and follow-ups on behalf of management. Coordinate inter-departmental communication between Sales, Operations, MICE, and Accounts teams.

2. Travel & Event Coordination

Plan and organize domestic and international travel itineraries for the executive and VIP clients. Liaise with hotels, DMCs, airlines, and vendors for bookings, quotes, and confirmations. Support the MICE (Meetings, Incentives, Conferences, and Exhibitions) team with pre-event logistics and post-event reports. Track vendor agreements, client approvals, and payments related to travel and events.

3. Client & Partner Communication

Act as the first point of contact for key corporate clients and vendor partners. Draft and manage professional communication--emails, proposals, and meeting summaries. Ensure timely coordination between clients, operations, and on-ground teams during events or group movements.

4. Documentation & Reporting

Maintain travel itineraries, event timelines, vendor lists, and client contracts. Prepare MIS reports, performance dashboards, and budget summaries for management review. Track leads, proposals, and closures in CRM or internal systems.

5. Project & Operational Assistance

Assist management in event planning, budget tracking, and vendor negotiations. Support new business initiatives, RFP responses, and proposal presentations. Monitor deadlines for ongoing projects and ensure on-time deliverables.

6. Team & Office Coordination

Support HR/Admin in onboarding new team members, training schedules, or internal communications. Coordinate office meetings, travel briefings, and client visits. Manage reimbursements, expense statements, and vendor invoices.

Key Skills & Competencies

Strong understanding of

Travel Operations / MICE industry

Excellent communication & relationship management Proficiency in

MS Office, PowerPoint, Excel, CRM Tools, and Travel Booking Platforms

High attention to detail and multitasking ability Professional presentation, discretion, and client-first attitude
Job Type: Full-time

Pay: ?10,000.00 - ?54,000.00 per month

Benefits:

Cell phone reimbursement Flexible schedule Health insurance
Work Location: In person