Executive Support Assistant – Travel and Scheduling

The Elite Job; Chennai; Hybrid; INR 600,000 - 900,000; Full time

Job summary

The Elite Job is seeking an Executive Support Assistant – Travel and Scheduling to provide comprehensive administrative support to executives and senior leaders. This role focuses on organizing calendars, coordinating domestic and international travel, and managing meetings with attention to confidentiality and professionalism.

The ideal candidate will excel at time management, communication, and problem-solving, handling multiple priorities and evolving schedules while maintaining accurate

Qualifications

• High school diploma preferred; further qualifications in business admin are a plus.
• Excellent written and verbal English communication.
• Strong organizational skills with ability to manage multiple calendars and travel.
• Proficiency in MS Office; familiarity with Google Workspace.

Responsibilities

• Manage executive calendars, appointments, meetings, and commitments.
• Arrange domestic and international travel including itineraries and bookings.
• Coordinate meetings and prepare agendas, materials, and notes.
• Draft and format professional emails, reports, and travel documents.
• Track travel expenses and maintain records of bookings and reimbursements.
• Maintain confidentiality and handle sensitive information professionally.

Skills

Calendar management

Travel planning

Meeting coordination

Communication

Time management

Organizational skills

Attention to detail

Confidentiality

Education

High school diploma or equivalent

Tools

Outlook

Word

Excel

Google Calendar

Gmail

Google Sheets

Job description

Job Summary

The Elite Job is seeking a highly organized, proactive, and detail-oriented Executive Support Assistant – Travel and Scheduling to provide administrative support to executives, managers, and senior leadership teams. This role is ideal for someone who enjoys organizing schedules, coordinating travel arrangements, managing appointments, and ensuring that daily business activities run smoothly and efficiently.

The successful candidate will be responsible for managing executive calendars, arranging domestic and international travel, coordinating meetings, preparing itineraries, tracking travel-related expenses, and handling administrative communications. The individual will serve as a reliable point of coordination, helping executives make the best use of their time while ensuring that important commitments are completed according to schedule.

The ideal candidate should demonstrate excellent time management, communication, problem-solving, and organizational skills. They must be comfortable handling multiple priorities, responding to changing schedules, maintaining confidentiality, and communicating professionally with internal teams, clients, vendors, and travel service providers.

At The Elite Job, we value professionalism, reliability, accuracy, and a commitment to operational excellence. We welcome applications from experienced administrative professionals as well as motivated entry-level candidates who possess the right skills and a willingness to learn.

Key Responsibilities

Executive Calendar and Schedule Management

• Manage executive calendars, appointments, business meetings, and professional commitments.
• Schedule meetings by coordinating availability across multiple departments, clients, and external stakeholders.
• Identify scheduling conflicts and recommend suitable alternatives to minimize disruptions.
• Send meeting invitations, reminders, confirmations, and schedule updates in a timely manner.
• Maintain an organized calendar of deadlines, important events, business reviews, and follow-up activities.
• Monitor schedule changes and communicate updates promptly to the relevant participants.

Travel Planning and Coordination

• Arrange domestic and international business travel, including flights, hotels, ground transportation, and other required services.
• Prepare clear and comprehensive travel itineraries containing booking details, departure times, accommodation information, meeting locations, and contact information.
• Compare available travel options based on cost, convenience, timing, and company policies.
• Coordinate with travel agencies, airlines, hotels, and transportation providers to confirm arrangements.
• Monitor travel schedules and assist with itinerary adjustments caused by delays, cancellations, or unexpected business requirements.
• Ensure that executives receive accurate travel information and necessary documentation before departure.
• Maintain organized records of travel bookings, confirmations, invoices, and related expenses.

Meeting and Event Coordination

• Organize virtual and in-person meetings, including preparing agendas, booking meeting rooms, and arranging video conferences.
• Coordinate meeting logistics with participants and ensure that the necessary documents and presentation materials are available.
• Prepare meeting notes or action-item summaries when required.
• Track assigned action items and follow up with relevant team members regarding outstanding tasks.
• Assist with coordinating business events, executive appointments, conferences, and professional engagements.

Administrative and Communication Support

• Manage routine email correspondence and respond to administrative inquiries within the scope of assigned responsibilities.
• Draft, proofread, and format professional emails, reports, travel documents, and meeting materials.
• Maintain digital filing systems for schedules, travel records, business documents, and administrative information.
• Update spreadsheets, contact lists, appointment records, and other operational databases.
• Coordinate information between executives, employees, clients, vendors, and external service providers.
• Escalate urgent matters and important schedule changes to the appropriate executive or manager.

Expense Tracking and Documentation

• Collect receipts, invoices, and supporting documents for business travel and related expenses.
• Maintain accurate records of travel costs, bookings, reimbursements, and administrative expenditures.
• Assist with preparing expense reports and submitting documentation for approval.
• Verify travel-related information for completeness and flag discrepancies for review.
• Follow applicable company procedures for bookings, approvals, expense claims, and record retention.

Confidentiality and Operational Efficiency

• Handle confidential business information, executive calendars, travel plans, and correspondence responsibly.
• Use approved systems and secure communication channels to manage sensitive information.
• Identify opportunities to improve scheduling processes, travel coordination, and administrative workflows.
• Maintain accurate records and ensure that important information is accessible to authorized personnel.
• Perform additional administrative duties related to executive support as assigned.

Required Skills and Qualifications

• A high school diploma or equivalent is preferred; additional qualifications in business administration, office management, travel management, or a related field are an advantage.
• Strong written and verbal communication skills in English.
• Excellent organizational skills and the ability to manage multiple calendars, appointments, and travel arrangements simultaneously.
• Good time management skills with the ability to prioritize urgent tasks and meet deadlines.
• Proficiency in Microsoft Office applications, particularly Outlook, Word, and Excel, or equivalent productivity tools.
• Familiarity with Google Workspace applications, including Google Calendar, Gmail, Google Docs, and Google Sheets.
• Ability to prepare professional travel itineraries, meeting schedules, reports, and administrative documents.
• Strong attention to detail when checking dates, times, booking references, expenses, and meeting information.
• Good problem-solving skills and the ability to respond calmly to unexpected changes.
• Professional telephone, email, and interpersonal communication skills.
• Ability to maintain confidentiality and handle sensitive business information appropriately.
• Willingness to learn new software, scheduling platforms, and administrative procedures.
• Ability to work independently while collaborating effectively with executives and team members.

Experience

Entry-Level Candidates

• Freshers may apply if they demonstrate strong organizational, communication, and computer skills.
• Candidates with academic projects, internships, volunteer experience, or personal administrative coordination experience are welcome.
• Basic knowledge of calendar management, online bookings, spreadsheets, and email communication is beneficial.

Experienced Candidates

• Previous experience in executive assistance, administrative support, office coordination, travel planning, reception, or a similar role is preferred.
• Experience managing executive calendars, coordinating meetings, and arranging business travel is an advantage.
• Familiarity with travel booking platforms, expense management systems, and virtual meeting applications is desirable.
• Experience supporting managers, directors, entrepreneurs, or senior leadership teams will be beneficial.
• Candidates who demonstrate reliability, discretion, a positive attitude, and a strong willingness to learn will be considered.

Working Hours

Employment Type: Full-time or part-time, depending on the vacancy.

Working Schedule: Standard business hours or an agreed schedule based on operational requirements.

Work Arrangement: Remote, hybrid, or office-based, depending on the specific position.

Flexibility: Occasional schedule adjustments may be necessary to accommodate executive meetings, urgent travel changes, or international time zones.

Availability: Candidates should be able to communicate promptly during agreed working hours and manage assigned responsibilities independently.

The exact working hours, time zone, employment terms, and availability expectations will be communicated during the recruitment process. Any requirement for work outside normal business hours should be agreed upon in advance.

Knowledge, Skills, and Abilities

Technical Knowledge

• Understanding of calendar management, appointment scheduling, and meeting coordination.
• Knowledge of travel planning, itinerary preparation, booking confirmations, and expense documentation.
• Familiarity with office productivity software, cloud-based document storage, and digital communication tools.
• Ability to maintain spreadsheets, update databases, and organize electronic records.
• Basic understanding of professional administrative procedures and business correspondence.

Organizational Skills

• Ability to coordinate several schedules and travel arrangements without overlooking important details.
• Strong planning and prioritization skills.
• Ability to anticipate scheduling conflicts and identify practical solutions.
• Capability to maintain structured records and follow up on outstanding tasks.
• Commitment to accuracy, punctuality, and timely completion of assigned work.

Communication and Interpersonal Skills

• Ability to communicate clearly and professionally with executives, colleagues, clients, and service providers.
• Confidence in writing emails, confirming appointments, and communicating changes.
• Ability to establish positive working relationships and coordinate with people from different professional backgrounds.
• Good listening skills and the ability to understand instructions accurately.

Personal Attributes

• Dependable, professional, and self-motivated.
• Proactive in identifying potential issues before they become problems.
• Calm and adaptable when plans change unexpectedly.
• Discreet when handling confidential information.
• Willing to accept feedback, learn new processes, and improve performance.
• Able to work independently, take appropriate initiative, and seek clarification when necessary.

Benefits

• Competitive compensation based on qualifications, experience, responsibilities, and location.
• Opportunities to work remotely or under a flexible work arrangement where available.
• Practical experience supporting executives and coordinating business operations.
• Opportunities to develop skills in travel planning, scheduling, communication, and office administration.
• Training and guidance on relevant software, company procedures, and administrative best practices.
• Exposure to professional communication, business coordination, and executive-level workflows.
• Opportunities to take on additional responsibilities as skills and performance develop.
• A collaborative working environment that encourages accountability, efficiency, and continuous improvement.
• Potential opportunities for career advancement into senior executive assistant, executive coordinator, office manager, or operations support positions.
• Specific benefits, paid leave, insurance, equipment allowances, and other employment provisions will depend on the applicable offer and company policy.

Why Join The Elite Job?

Joining The Elite Job as an Executive Support Assistant – Travel and Scheduling offers an opportunity to contribute directly to the organization of business activities and the effective use of executive time.

This role is suitable for individuals who enjoy planning, organizing, solving practical problems, and ensuring that important commitments are handled efficiently. It provides an opportunity to strengthen valuable administrative and professional skills while gaining experience in executive coordination and business operations.

A Role with Meaningful Responsibility: Your work will help executives stay organized, attend important meetings, and manage business travel efficiently.

Professional Skill Development: Build practical experience in scheduling, travel coordination, document management, communication, and expense tracking.

Opportunities for Growth: Develop transferable skills that can support future career opportunities in executive assistance, administration, office management, and operations.

A Collaborative Approach: Work with different stakeholders and contribute to a professional environment where organization, reliability, and clear communication matter.

An Opportunity for Motivated Candidates: Candidates with relevant experience and capable entry-level applicants can demonstrate their abilities, develop new skills, and build a foundation for a career in administrative support.

At The Elite Job, we encourage candidates who are dependable, detail-oriented, and committed to delivering high-quality administrative support to apply.