Travel coordinator cum Executive assistant

Neuraleap Group; Maharashtra; On-site; INR 446,000 - 781,000; Full time

Job summary

Neuraleap Group is seeking an organized Travel Coordinator cum Executive Assistant to manage domestic and international travel while providing executive support to the Director and management. You will plan itineraries, book flights and hotels, coordinate transport, and handle scheduling and documentation for smooth business operations.

The role requires excellent coordination, communication, and the ability to manage multiple responsibilities efficiently, including confidential information

Qualifications

• Bachelor’s degree in Business Administration, Travel and Tourism, Hospitality, Commerce, or related field.
• 2–5 years of relevant experience in travel coordination, executive assistance, administration, or a similar role.
• Hands-on experience in domestic and international travel bookings is highly desirable.
• Knowledge of visa documentation, travel expense management, and itinerary planning will be an advantage.

Responsibilities

• Plan and coordinate domestic and international travel arrangements for the Director, management, and other employees as required.
• Book flight tickets, train tickets, hotels, resorts, and other accommodation facilities.
• Arrange airport transfers, local transportation, car rentals, and other travel-related services.
• Prepare detailed travel itineraries, including flight schedules, hotel reservations, meeting schedules, and transportation details.
• Coordinate visa applications, travel insurance, passport documentation, and other travel-related formalities.
• Manage changes, cancellations, rescheduling, and emergency travel requirements.
• Coordinate with travel agents, airlines, hotels, and other service providers.
• Compare travel options and negotiate rates to ensure cost-effective bookings.
• Maintain records of bookings, invoices, travel expenses, and reimbursement documents.
• Ensure all travel arrangements are confirmed well in advance and communicate relevant details to the concerned individuals.
• Provide on-trip assistance and resolve travel-related issues whenever required.
• Executive Assistant Responsibilities: Manage the Director’s calendar, appointments, meetings, and daily schedule.
• Coordinate internal and external meetings with clients, vendors, business partners, and senior management.
• Handle calls, emails, correspondence, and other communication as required.
• Prepare meeting agendas, presentations, reports, and Minutes of Meeting (MOMs).
• Follow up with internal departments on pending tasks, assignments, and deadlines.
• Maintain trackers for important activities, meetings, commitments, and action points.
• Coordinate with HR, Finance, Sales, Operations, and Administration teams for timely execution of tasks.
• Organize and maintain confidential documents, records, and business correspondence.
• Assist with preparing daily updates, reports, and presentations for management.
• Handle urgent assignments and special projects entrusted by the Director.
• Ensure timely reminders for meetings, appointments, travel schedules, and important commitments.
• Maintain strict confidentiality while handling sensitive business information.
• Administrative & Expense Management: Maintain travel budgets, booking records, invoices, and expense statements.
• Verify travel bills and coordinate with the Finance team for payments and reimbursements.
• Maintain a database of preferred airlines, hotels, travel agents, and transportation vendors.
• Ensure compliance with company travel policies and approval procedures.
• Prepare travel expense summaries and reports for management.
• Coordinate with vendors to resolve booking discrepancies, billing issues, and service-related concerns.

Skills

Travel coordination

Executive support

Calendar management

Vendor management

Budgeting

Communication

Multitasking

Confidentiality

Education

Bachelor’s degree in Business Administration or related field

Tools

MS Office (Excel, Word, PowerPoint)

Flight booking portals

Hotel reservation platforms

Travel management tools

Job description

Job Summary

We are looking for a highly organized, proactive, and detail-oriented

Job Summary

We are looking for a highly organized, proactive, and detail-oriented Travel Coordinator cum Executive Assistant to manage domestic and international travel arrangements while providing executive and administrative support to the Director/Management. The candidate will be responsible for planning travel itineraries, booking flights and hotels, coordinating transportation, managing schedules and appointments, handling documentation, and ensuring smooth execution of travel and business activities. The ideal candidate should have excellent coordination and communication skills, strong follow-up capabilities, and the ability to manage multiple responsibilities efficiently.

Key Responsibilities1. Travel Coordination

• Plan and coordinate domestic and international travel arrangements for the Director, management, and other employees as required.
• Book flight tickets, train tickets, hotels, resorts, and other accommodation facilities.
• Arrange airport transfers, local transportation, car rentals, and other travel-related services.
• Prepare detailed travel itineraries, including flight schedules, hotel reservations, meeting schedules, and transportation details.
• Coordinate visa applications, travel insurance, passport documentation, and other travel-related formalities.
• Manage changes, cancellations, rescheduling, and emergency travel requirements.
• Coordinate with travel agents, airlines, hotels, and other service providers.
• Compare travel options and negotiate rates to ensure cost-effective bookings.
• Maintain records of bookings, invoices, travel expenses, and reimbursement documents.
• Ensure all travel arrangements are confirmed well in advance and communicate relevant details to the concerned individuals.
• Provide on-trip assistance and resolve travel-related issues whenever required.
• Executive Assistant Responsibilities
• Manage the Director’s calendar, appointments, meetings, and daily schedule.
• Coordinate internal and external meetings with clients, vendors, business partners, and senior management.
• Handle calls, emails, correspondence, and other communication as required.
• Prepare meeting agendas, presentations, reports, and Minutes of Meeting (MOMs).
• Follow up with internal departments on pending tasks, assignments, and deadlines.
• Maintain trackers for important activities, meetings, commitments, and action points.
• Coordinate with HR, Finance, Sales, Operations, and Administration teams for timely execution of tasks.
• Organize and maintain confidential documents, records, and business correspondence.
• Assist with preparing daily updates, reports, and presentations for management.
• Handle urgent assignments and special projects entrusted by the Director.
• Ensure timely reminders for meetings, appointments, travel schedules, and important commitments.
• Maintain strict confidentiality while handling sensitive business information.
• Administrative & Expense Management
• Maintain travel budgets, booking records, invoices, and expense statements.
• Verify travel bills and coordinate with the Finance team for payments and reimbursements.
• Maintain a database of preferred airlines, hotels, travel agents, and transportation vendors.
• Ensure compliance with company travel policies and approval procedures.
• Prepare travel expense summaries and reports for management.
• Coordinate with vendors to resolve booking discrepancies, billing issues, and service-related concerns.

Required Skills & Competencies

• Excellent verbal and written communication skills.
• Strong planning, coordination, and organizational abilities.
• Proficiency in MS Office, particularly Excel, Word, and PowerPoint.
• Experience with flight booking portals, hotel reservation platforms, and travel management tools.
• Strong calendar management and appointment scheduling skills.
• Excellent follow-up and multitasking abilities.
• Ability to handle last-minute changes and urgent travel requirements.
• Strong negotiation and vendor-management skills.
• Good budgeting, documentation, and expense-tracking capabilities.
• Professional attitude and the ability to interact with senior management and external stakeholders.
• High level of confidentiality, reliability, and attention to detail.
• Ability to work under pressure and manage changing priorities.

Educational Qualifications & Experience

• Bachelor’s degree in Business Administration, Travel and Tourism, Hospitality, Commerce, or a related field.
• 2–5 years of relevant experience in travel coordination, executive assistance, administration, or a similar role.
• Previous experience supporting a Director, MD, CEO, or senior management will be preferred.
• Hands-on experience in domestic and international travel bookings is highly desirable.
• Knowledge of visa documentation, travel expense management, and itinerary planning will be an advantage.

Key Performance Indicators (KPIs)

• Accuracy and timely completion of travel bookings.
• Cost-effectiveness of travel arrangements.
• Timely management of the Director’s schedule and appointments.
• Accuracy of travel itineraries and expense records.Timely follow-up and closure of assigned tasks.
• Effective coordination with internal departments and external vendors.
• Timely resolution of travel-related issues.
• Confidentiality and quality of executive support.

Skills: schedules,management,bookings,travel