Executive Assistant to Chief Executive Officer

mobi; Coimbatore District; On-site; INR 420,000 - 540,000; Full time

Job summary

mobi is seeking a detail-oriented Junior Executive Assistant to support the Senior Executive Assistant in managing the CXO's calendar and travel arrangements.

The role also involves coordinating travel logistics for the broader team in a fast-paced environment. This position offers growth into a senior executive support role and exposure to cross-functional coordination across the organisation.

Qualifications

• 4–6 years of experience in administrative, executive support or travel coordination roles.
• Excellent written and verbal communication skills.
• Proficiency in calendar tools (Outlook) and travel booking platforms.
• Ability to manage multiple priorities under time pressure while maintaining accuracy.
• High level of discretion and professionalism when handling confidential information.

Responsibilities

• CXO Calendar & Travel Support (in partnership with Senior EA).
• Coordinate all aspects of CXO travel: flights, hotels, ground transportation, visas, and itineraries.
• Prepare detailed travel itineraries and briefing documents ahead of trips.
• Monitor flight changes, delays, or cancellations and adjust plans in real time.
• Maintain confidentiality and exercise sound judgment when handling sensitive scheduling information.
• Manage travel bookings for the broader team as needed.
• Track and consolidate travel requests, ensuring timely booking within budget and policy guidelines.
• Maintain records of bookings, invoices, and travel expenses for reconciliation.
• Provide backup coverage for the Senior EA during periods of leave or high workload.
• Support ad hoc administrative tasks and special projects as assigned.

Skills

Calendar management

Travel coordination

Communication skills

Organisational skills

Discretion

Proactive mindset

Tools

Outlook

Job description

We are looking for a detail-oriented and proactive Junior Executive Assistant to support the Senior Executive Assistant in managing the CXO's calendar and travel arrangements, while also coordinating travel logistics for the broader team. This is an excellent opportunity for someone who thrives in a fast-paced environment, has strong organisational instincts, and wants to grow into a senior executive support role.

Key Responsibilities:

CXO Calendar & Travel Support (in partnership with Senior EA)

• Assist the Senior EA in managing the CXO's day-to-day calendar, including scheduling, rescheduling, and prioritising meetings
• Help resolve scheduling conflicts and flag calendar clashes proactively
• Coordinate all aspects of CXO travel: flights, hotels, ground transportation, visas, and itineraries
• Prepare detailed travel itineraries and briefing documents ahead of trips
• Monitor flight changes, delays, or cancellations and adjust plans in real time
• Ensure all travel and calendar arrangements align with the CXO's preferences and company travel policy
• Maintain confidentiality and exercise sound judgment when handling sensitive scheduling information

Team Travel Booking

• Manage travel bookings (flights, accommodation, transport) for the broader team as needed
• Track and consolidate travel requests, ensuring timely booking within budget and policy guidelines
• Maintain organized records of bookings, invoices, and travel expenses for reconciliation
• Serve as the point of contact for team members' travel-related queries and last-minute changes
• Build and maintain relationships with preferred vendors (travel agencies, hotels, airlines) to streamline bookings

General Support

• Provide backup coverage for the Senior EA during periods of leave or high workload
• Assist with expense report preparation and reconciliation related to travel
• Support ad hoc administrative tasks and special projects as assigned
• Continuously look for ways to improve calendar and travel coordination processes

Requirements

• 4-6 years of experience in an administrative, executive support, or travel coordination role
• Strong organisational skills with keen attention to detail
• Excellent written and verbal communication skills
• Proficiency in calendar tools (e.g., Outlook) and travel booking platforms
• Ability to manage multiple priorities under time pressure while maintaining accuracy
• High level of discretion and professionalism when handling confidential information
• A proactive, solutions-oriented mindset with willingness to learn from senior stakeholders

Nice to Have

• Prior experience supporting C-suite executives or senior leadership
• Familiarity with corporate travel policies and expense management systems
• Experience coordinating travel across multiple time zones/geographies

What Success Looks Like

• CXO's calendar runs smoothly with minimal conflicts, and the Senior EA can rely on you as a dependable partner
• Travel arrangements (CXO and team) are booked accurately, cost-effectively, and on time
• Team members experience minimal friction when booking or adjusting travel plans