Associate – Administration & Travel

About the Role

We are looking for an Associate – Administration & Travel to support the CEO Office Administration team by managing executive travel and providing day-to-day administrative support. This role requires a highly organized, detail-oriented skilled who can manage multiple priorities, coordinate seamlessly with internal and external stakeholders, and handle confidential information with discretion.

Key Responsibilities

Executive Travel Management

- Plan and coordinate domestic and international travels.
- Arrange flights, hotel accommodations, airport transfers, local transportation, and travel insurance.
- Manage visa applications, travel documentation, passport and visa renewals, and ensure compliance with travel requirements.
- Prepare comprehensive travel itineraries, including meeting schedules, accommodation details, transportation, and emergency contacts.
- Research travel destinations, including visa requirements, local regulations, weather, safety advisories, and business etiquette.
- Coordinate with travel agencies, airlines, hotels, embassies, and other travel service providers.
- Track passport, visa, and other travel document expiry dates to ensure timely renewals.
- Handle last-minute travel changes, cancellations, and emergency travel arrangements.
- Ensure all travel bookings comply with company policies and executive preferences.

Administration

- Provide administrative support to the CEO Office Administration team.
- Schedule meetings, prepare agendas, coordinate logistics, and manage executive calendars.
- Record meeting minutes and track action items through completion.
- Maintain travel calendars,



administrative trackers, and related documentation.
- Support executive visits, events, conferences, and other office initiatives.
- Coordinate with internal teams and external stakeholders for administrative requirements.
- Manage vendor communications related to travel and office administration.
- Handle executive information and sensitive documents with the highest level of confidentiality and professionalism.

Required Skills

- Strong organizational and multitasking skills with the ability to manage multiple priorities.
- Excellent communication, coordination, and stakeholder management abilities.
- High attention to detail and strong problem-solving skills.
- Knowledge of international travel regulations, visa processes, and travel documentation.
- Proficiency in Microsoft Office (Excel, Word, PowerPoint, and Outlook).
- Familiarity with travel booking platforms and administrative systems.
- Ability to work under pressure and effectively manage last-minute changes.
- Professionalism, discretion, and a strong commitment to confidentiality.

Qualifications & Experience
- Bachelor's / master's degree in business administration, Travel & Tourism, Hospitality, or a related field.
- 1–3 years of experience in executive travel coordination and administrative support.
- Prior experience supporting senior executives or C-suite leadership is preferred.

Preferred

- A valid Light Motor Vehicle driving license is preferred. The role may occasionally require accompanying the senior leadership during official travel or off-site engagements, and the ability to drive, if required, would be considered an added advantage.

📌 Associate – Administration & Travel (Kozhikode)
🏢 MS Holdings
📍 Kozhikode