Travel Desk Executive & Executive Assistant (EA)

Job Summary:

We are seeking a highly organized, proactive, and customer-centric Travel Desk Executive & Executive Assistant (EA) to manage end-to-end corporate travel operations while providing high-level executive support. This role is responsible for handling domestic and international travel arrangements, visa and forex administration, executive calendar management, event coordination, guest relations, vendor management, telecom services, and employee support programs.

In This Role, Your Responsibilities Will Be:

Travel Management

- Manage end-to-end domestic and international travel arrangements, including air ticket booking, issuance, cancellations, refunds, and itinerary management.
- Ensure readiness of visa documentation, including incorporation certificates, authorization documents, supporting letters, and traveler documentation.
- Prepare covering letters and support employees in raising travel requests through the travel portal.
- Travel insurance issuance and maintain related records.
- Manage emergency travel requirements, including weekend ticket issuance and urgent itinerary changes.
- Provide timely support to employees facing travel-related issues such as flight cancellations, missed connections, baggage delays, and other emergencies.
- Verify and process travel-related invoices and ensure timely payments.

Hotel & Guest Management

- Coordinate hotel bookings for new hires, auditors, business travelers, and visiting guests.
- Arrange invitation letters for international visitors.
- Coordinate transportation and accommodation logistics for incoming guests.
- Verify and process hotel-related invoices.

Vehicle Management

- Manage vehicle bookings for employees, visitors, and leadership requirements.
- Coordinate with transportation vendors to ensure service quality and timely availability.
- Verify and process transportation-related invoices.

Forex & Travel Financial Services

- Manage issuance, activation, deactivation, and tracking of Forex cards.
- Monitor upcoming international travel schedules and initiate Forex loading requirements.




- Prepare fund intimation letters and coordinate processing with Finance and banking partners.
- Communicate Forex and insurance requirements to employees prior to travel.
- Ensure timely Forex loading and maintain tracking mechanisms.
- Verify and process Forex-related invoices.

AMEX Card Administration

- Coordinate issuance, activation, deactivation, and management of American Express corporate cards.
- Support employees with AMEX-related queries and processes.
- Coordinate closure and clearances for separating employees.

Telecom Administration

- Create purchase orders for telecom services and new connections.
- Manage activation, deactivation, and maintenance of telecom services.
- Coordinate international roaming pack activation and communicate charge-back details to Finance.
- Verify and process telecom invoices from service providers including Airtel, Jio, Vodafone Idea, and Tata.

Event Management

- Plan and coordinate training programs, conferences, team events, leadership meetings, and employee engagement activities.
- Identify, evaluate, negotiate, and book suitable venues.
- Coordinate Letters of Agreement (LOA) and vendor contracts.
- Manage audio-visual arrangements and event logistics.
- Coordinate all arrangements for board meetings and leadership events.
- Monitor budgets and verify event-related invoices.

Executive Support

- Provide administrative and travel support to senior leadership.
- Manage executive calendars and meeting schedules.
- Organize recurring leadership meetings and coordinate scheduling changes.
- Arrange travel, accommodation, transportation, boarding passes, and related logistics.
- Process expense reports and prepare quarterly expense summaries.
- Coordinate guest access, meeting room arrangements,



and visitor logistics.

MIS & Reporting

- Prepare and maintain MIS reports for domestic and international travel, guest visits, processed invoices, and cost analysis.
- Develop and maintain Power BI dashboards and operational reports.
- Track service performance metrics and identify opportunities for process improvement.

Vendor, Invoice & Budget Management

- Manage relationships with travel agencies, hotels, transportation providers, telecom vendors, banks, and event service providers.
- Negotiate commercial terms and optimize service costs.
- Verify invoices and ensure timely processing through internal systems.
- Support budget preparation, forecasting, and expenditure tracking.

Who You Are

- A proactive travel professional with a strong customer-service mindset.
- Highly organized and capable of managing multiple priorities simultaneously.
- Strong in stakeholder management, vendor coordination, and problem-solving.
- Detail-oriented with the ability to work under pressure and handle urgent requirements effectively.
- Committed to delivering seamless employee and leadership support.

For This Role, You Will Need

- Bachelor's degree with Tourism or related field.
- IATA (International Air Transport Association) Certification preferred.
- 5-6 years of experience in Corporate Travel, Administration, Executive Assistance
- Solid knowledge of domestic and international travel processes, visa documentation, Forex, and travel insurance.
- Experience managing vendors, invoices, purchase orders.
- Excellent communication, coordination, and interpersonal skills.

Preferred Qualifications That Set You Apart

- Experience supporting senior leadership and executive offices.
- Experience in multinational organizations and shared service environments.
- Knowledge of travel management systems and corporate expense platforms.
- Exposure to telecom administration, forex operations, and corporate card management.
- Strong negotiation and vendor management skills.
- Experience handling corporate events, board meetings, and international visitors.

📌 Travel Desk & Executive Assistant (Pune)
🏢 Emerson
📍 Pune