Executive Assistant To MD Travel Desk

H K Jewels; Mumbai; On-site; INR 1,200,000 - 1,800,000; Full time

Benefits offered by this job

Travel with MD

Job summary

H K Jewels is seeking a highly organized Executive Assistant to the Managing Director to provide end-to-end support, manage the MD’s schedule, and oversee the Travel Desk. The role requires frequent travel with the MD and coordination across multiple departments.

The candidate should have 5–10 years' experience supporting top executives, excellent English and MS Office skills, and the ability to handle confidential information with discretion.

Qualifications

• Graduate in any discipline.
• 5–10 years of relevant experience as Executive Assistant/Personal Assistant/Executive Secretary/Management Assistant.
• Experience supporting MD/CEO/Director or CXO is preferred.
• Willingness to travel frequently with the MD, domestically and internationally.

Responsibilities

• Manage MD's calendar, meetings, calls and daily schedule.
• Coordinate meetings with senior management, clients and partners.
• Prepare agendas, presentations, reports and documents.
• Manage emails and confidential information for the MD.
• Plan complete travel arrangements and manage travel desk
• Travel with MD on domestic and international trips and manage related logistics.
• Prepare travel itineraries and coordinate with vendors and agencies.
• Take notes, track action items and ensure timely follow-up.
• Support HR, Finance, Admin, Operations as needed.

Skills

Executive support

Calendar management

Travel planning

Vendor coordination

Confidentiality

Time management

Education

Graduate degree

Tools

Excel

Word

PowerPoint

Outlook

Job description

Job Description Executive Assistant to MD & Travel Desk

Position: Executive Assistant to Managing Director (EA to MD)
Department: Management / Corporate Office
Location: Mumbai
Experience: 5–10 Years
Reporting To: Managing Director

Job Purpose

We are looking for a highly organized, proactive, and professionally presentable Executive Assistant to the Managing Director who will provide end-to-end support to the MD in managing daily schedules, meetings, communication, business coordination, travel planning, and follow-ups.

The candidate will also be responsible for managing the Travel Desk and will be required to travel with the Managing Director for domestic and international business visits, meetings, events, exhibitions, store visits, and other official engagements.

Key Responsibilities

1. Executive Assistance to MD

• Manage the MD's calendar, appointments, meetings, calls, and daily schedule.
• Coordinate and prioritize meetings with senior management, clients, business partners, franchise partners, vendors, and other stakeholders.
• Prepare meeting agendas, presentations, reports, MIS, and other documents.
• Manage emails, correspondence, calls, and messages on behalf of the MD when required.
• Maintain a record of important meetings, commitments, decisions, and action points.
• Follow up with concerned departments/persons on instructions given by the MD and provide timely updates.
• Coordinate with different departments to ensure smooth execution of MD's decisions and requirements.
• Maintain complete confidentiality of business, financial, personal, and other sensitive information.
• Ensure the MD has all required information, documents, reports, and presentations before meetings.
• Handle urgent and last-minute requirements professionally and efficiently.

2. Travel Desk Management

• Plan and manage complete travel arrangements for the MD and senior management.
• Book and coordinate flights, trains, hotels, cabs, airport transfers, and local transportation.
• Prepare detailed travel itineraries covering travel, accommodation, meetings, transfers, and appointments.
• Coordinate with travel agencies, airlines, hotels, transport vendors, and other service providers.
• Manage cancellations, rescheduling, upgrades, refunds, and last-minute travel changes.
• Ensure travel arrangements are comfortable, timely, cost-effective, and aligned with company policies.
• Maintain travel records, booking details, invoices, bills, and travel-related expenses.
• Coordinate visa, passport, travel insurance, and other documentation for international travel whenever required.
• Maintain a complete and updated travel calendar for the MD.
• Handle urgent travel requirements and provide support during travel.

3. Travel With Managing Director

• Travel with the MD on domestic and international business trips as required.
• Accompany the MD during business meetings, conferences, exhibitions, store visits, franchise visits, corporate events, and other official engagements.
• Manage the MD's complete travel schedule and daily itinerary during business trips.
• Coordinate airport check-in, boarding, hotel check-in/check-out, transportation, meetings, and other travel requirements.
• Ensure all documents, presentations, reports, samples, and other required materials are available during business trips.
• Coordinate meeting schedules and ensure timely movement between different locations.
• Handle last-minute changes to the MD's itinerary during travel.
• Coordinate with clients, business partners, hotels, vendors, and internal teams during MD visits.
• Provide administrative and coordination support to the MD throughout the travel period.
• Be flexible to travel frequently based on the MD's business requirements.

4. Meeting & Business Coordination

• Coordinate meetings between the MD and internal/external stakeholders.
• Prepare meeting schedules and ensure timely communication to all concerned parties.
• Take meeting notes/minutes and track action points.
• Follow up with respective teams and provide status updates.
• Coordinate business visits and management meetings across different locations.
• Assist in preparing presentations and business reports for meetings.

5. Administrative Support

• Maintain confidential files, documents, contact lists, and important records.
• Coordinate with HR, Finance, Admin, Operations, Sales, Marketing, and other departments.
• Manage important correspondence and documentation.
• Support the MD in day-to-day administrative and business activities.
• Handle any other responsibility assigned by the MD.

Candidate Profile

• Graduate in any discipline.
• 5–10 years of relevant experience as Executive Assistant / Personal Assistant / Executive Secretary / Management Assistant.
• Prior experience supporting a MD, CEO, Director, or CXO will be preferred.
• Experience in corporate travel management will be an added advantage.
• Should be willing and comfortable to travel frequently with the MD, both within India and internationally.

Required Skills

• Excellent verbal and written communication skills.
• Excellent English communication and email drafting skills.
• Strong coordination and follow-up skills.
• Excellent time-management and organizational abilities.
• Good knowledge of MS Office, especially Excel, Word, PowerPoint, and Outlook.
• Strong travel planning and booking knowledge.
• Good vendor coordination and negotiation skills.
• Ability to manage confidential information.
• Ability to handle pressure and last-minute changes.
• Smart, well-groomed, professional, and presentable personality.
• Proactive, dependable, flexible, and solution-oriented.
• High level of maturity, discretion, and responsibility.

Key Competencies

Executive Support | Travel Management | Calendar Management | Business Coordination | Communication | Follow-up | Confidentiality | Time Management | Vendor Management | Problem Solving | Travel Planning

Key Performance Indicators (KPI)

• Effective management of MD's daily schedule and appointments.
• Accuracy and timely completion of travel arrangements.
• Smooth execution of domestic and international business trips.
• Timely follow-up and closure of MD's action points.
• Zero/minimum errors in travel bookings and itineraries.
• Cost-effective travel and accommodation arrangements.
• Effective coordination with internal and external stakeholders.
• Timely resolution of travel and business-related issues.
• Professional handling of confidential information.
• Overall satisfaction of the MD with EA and travel support.

Important Requirement:

The candidate must be flexible with working hours and frequent travel, including travel with the Managing Director at short notice, depending on business requirements.