Executive Assistant cum Travel Coordinator

Job Title: Executive Assistant cum Travel Coordinator

Company: Omnipresent Robot Technologies Pvt. Ltd.

Location: Noida

Type: Full-Time

Omnipresent Robot Technologies is a leading Indian company in robotics, drones, and space technology, with over 14 years of experience in developing smart unmanned systems. Backed by a strong R&D team with expertise in AI, electronics, robotics, and space engineering, the company was founded by alumni of UC Berkeley and Carnegie Mellon University. Its solutions have been used in agriculture, surveillance, industrial inspection, mapping, and increasingly in AI-driven automation and space systems.

A major highlight is its contribution to ISRO’s Chandrayaan-3 mission, where Omnipresent provided vision-based autonomy software for the Pragyaan rover, enabling it to navigate and build 3D maps of the Moon’s surface with limited sensors—playing a crucial role in the mission's success. Omnipresent is working on developing SAR based satellite for DEM generation, multi-sensor fusion based AI solutions for onboard satellite payloads & aviation safety and drone capabilities Today, Omnipresent continues to build cutting-edge solutions in AI, robotics, drones and space tech, serving both national and global needs while leading India's deep-tech innovation ecosystem.

About the Role

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant cum Travel Coordinator to provide comprehensive administrative support to senior leadership while managing end-to-end travel arrangements for employees and business visitors. The ideal candidate should possess excellent communication skills, strong organizational abilities, and the capability to handle multiple priorities in a fast-paced environment.

Key Responsibilities

Executive Assistant Responsibilities

• Manage calendars, schedule meetings, appointments, and conference calls for senior leadership.
• Coordinate internal and external meetings, prepare agendas, and record meeting minutes.
• Screen calls, emails, and correspondence, ensuring timely responses and follow-ups.
• Draft, review, and maintain business documents, presentations, reports, and correspondence.
• Coordinate with internal departments to ensure timely execution of management decisions.
• Organize and maintain confidential records, files, and documentation.
• Handle expense reports, reimbursements, and other administrative tasks.
• Support leadership in day-to-day operational and administrative activities.
• Assist in organizing company events, leadership meetings, and client visits.

Travel Coordination Responsibilities

• Manage domestic travel bookings for employees and leadership.
• Coordinate flight tickets, hotel accommodations, airport transfers, visas, travel insurance, and other travel-related arrangements.
• Compare travel options to ensure cost-effective bookings while adhering to company travel policies.
• Prepare detailed travel itineraries and share them with travelers.
• Coordinate with travel agencies, airlines, hotels, and vendors for bookings and negotiations.
• Handle travel-related changes, cancellations, emergencies, and last-minute requests.
• Maintain travel records, invoices, and travel expense documentation.
• Ensure compliance with company travel policies and budgets.

Required Qualifications

• Bachelor's degree in Business Administration, Hospitality, Management, or a related field.
• 3–6 years of experience as an Executive Assistant, Administrative Executive, or Travel Coordinator.
• Experience in coordinating domestic business travel is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with travel booking platforms and vendor coordination.

Required Skills

• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• High level of professionalism and confidentiality.
• Attention to detail and problem-solving skills.
• Ability to prioritize tasks and work under tight deadlines.
• Strong interpersonal and stakeholder management skills.
• Vendor management and negotiation skills.
• Flexibility to handle urgent travel requirements beyond regular working hours when necessary.