Executive Assistant to the Chief Sales & Marketing Officer (CSMO) — Fully Remote; Bonus Eligible

This is a remote position.

About the Opportunity:

VELTM Tours Pvt. Ltd. is hiring an Executive Assistant to directly support the CEO. This is an execution-heavy role for someone who can run point on outbound communications, scheduling, and follow-through—especially with travel suppliers (hotels, DMCs, transport providers, insurance providers, etc.). You will also coordinate closely with VELTM's Operations team to ensure incoming Trip Requests are routed immediately and serviced within customer-provided SLAs. Fully remote. Bring-your-own-device (BYOD).

VELTM Tours Pvt. Ltd. is an India-headquartered travel services company that plans, sources, and delivers custom trips for customers, coordinating directly with hotels, DMCs, transport providers, and other travel suppliers. The company contracts with suppliers, requests and negotiates rates/availability, manages booking confirmations, and handles end-to-end customer service, invoicing, and operational follow-through. VELTM Tours Pvt. Ltd. works closely with VELTM's internal Operations team to ensure inbound Trip Requests are routed immediately and fulfilled within customer-provided SLAs.

Key Responsibilities

Executive Support & Scheduling

• Own the CEO calendar: schedule meetings across time zones, confirm agendas, manage reschedules, and protect focus time.
• Prepare meeting briefs (purpose, attendees, context, links, prep notes) and track action items to closure.
• Draft and send executive communications on behalf of the CEO when requested.

Travel Supplier & Partner Communications (Core)

• Contact hotels to request rates/availability and track responses against provided criteria (dates, room types, inclusions, cancellation terms, etc.).
• Coordinate with suppliers to obtain required information/assets (rate sheets, policies, IDs, banking details, confirmations).
• Follow up with suppliers to complete previously provided contracts, forms, or onboarding documents—ensure signature and return, then file correctly.
• Maintain polite persistence: consistent follow-ups until the request is completed, with clear status updates.

Trip Request Intake & Operations Coordination (Core)

• Monitor incoming Trip Requests and immediately funnel them to the Operations team.
• Track each request against customer-provided SLAs, flag risks early, and ensure hand-offs are clean (complete details, correct contacts, clear next steps).
• Maintain trackers for Trip Requests, supplier responses, open items, and deadlines.

Quotes & Light Procurement Support

• Track down insurance quotes and other travel-related quotes based on CEO-provided objectives, coverage requirements, and price ceilings.
• Organize quote comparisons (coverage, exclusions, pricing, turnaround time) and present a short, usable summary for decision-making.

Outbound Communications & Admin

• Draft, proofread, and send outbound emails/messages to partners, vendors, and internal stakeholders using provided guidance and templates.
• Maintain organized records: contact lists, outreach trackers, documents, and communications history.
• Handle general duties as assigned across executive operations, partnerships, and vendor coordination.

Creative Asset Support (Secondary)

• Assist with production and updates of simple creative assets (e.g., social posts, one-pagers, basic decks) strictly following provided brand direction.
• Coordinate revisions with designers/freelancers and manage versions/files to prevent confusion.

Requirements

Required Qualifications

• 2+ years in an Executive Assistant, Administrative Assistant, Project Coordinator, or similar support role, or a university degree (any discipline).
• Excellent speaking and writing skills (professional phone presence and clear, concise business writing).
• High attention to detail; strong follow-through and deadline management.
• Comfort handling structured workflows (trackers, checklists, SLAs, multiple parallel tasks).
• Reliable internet, ability to work fully remote, and ability to use your own device (BYOD).

Preferred Qualifications

• Travel services background strongly preferred (e.g., OTA, hosted agency, tour operator, DMC, corporate travel, hotel partnerships).
• Experience communicating with hotels/suppliers and managing rate requests, confirmations, and supplier onboarding paperwork.
• Proficiency with the Zoho suite, especially Zoho WorkDrive and Zoho Calendar (strongly preferred).
• Familiarity with MS Excel, Google Sheets, Zoho Books, QuickBooks, or similar tools for tracking, reconciliation, and basic reporting.

Working Style Expectations

• Proactive and persistent without being pushy: keeps items moving without constant oversight.
• Fast, organized, and systematic—uses trackers and checklists naturally.
• Professional and trustworthy—handles sensitive information with discretion.
• Communicates status clearly (what's done, what's blocked, what's next, by when).

Benefits

Compensation

• Competitive compensation based on experience
• Eligible for a discretionary, annual, performance-based bonus, subject to company and individual performance and final management approval.

Location & Work Arrangement

• Fully remote, flexible hours.
• BYOD (bring your own device)