Executive Assistant

3 days ago

Gurugram Haryana, India Exquisite Employee Manifest Full time

**Key Responsibilities**:

- **Event Coordination**:

- Assist in the planning and execution of corporate events, including conferences, seminars, workshops, and social gatherings.
- Coordinate logístical details such as venue selection, catering arrangements, audiovisual setup, transportation, and accommodations.
- **Administrative Support**:

- Manage calendars, schedule meetings, and coordinate appointments for event managers and executives.
- Prepare and distribute event-related materials, including agendas, presentations, and reports.
- **Guest Management**:

- Coordinate guest invitations, RSVPs, and attendee communications.
- Ensure a seamless registration process and provide support to guests before, during, and after events.
- **Vendor and Supplier Coordination**:

- Liaise with vendors, suppliers, and contractors to secure services and manage relationships.
- Negotiate contracts, review proposals, and ensure deliverables meet quality standards.
- **Budget Management**:

- Assist in creating and maintaining event budgets.
- Track expenses, process invoices, and reconcile payments in accordance with budgetary constraints.
- **On-Site Event Support**:

- Provide on-site support during events, including setup, registration, attendee assistance, and troubleshooting any issues that may arise.
- Coordinate staff and volunteers to ensure tasks are completed efficiently.
- **Communication and Documentation**:

- Serve as a point of contact for event inquiries and maintain clear and timely communication with internal stakeholders, vendors, and attendees.
- Maintain accurate records and documentation related to event planning and execution.
- **Post-Event Evaluation**:

- Assist in evaluating event success and gather feedback from participants.
- Prepare post-event reports, analyze data, and provide recommendations for future events.

**Qualifications**:

- Proven experience as an administrative assistant, event coordinator, or similar role, preferably in a corporate or hospitality environment.
- Strong organizational and time management skills with the ability to prioritize tasks effectively.
- Excellent written and verbal communication skills, with a keen attention to detail.
- Proficiency in MS Office (Word, Excel, PowerPoint) and experience with event management software or CRM systems is a plus.
- Ability to work independently and collaboratively within a team environment.
- Bachelor’s degree in Hospitality Management, Event Planning, Business Administration, or related field is preferred.

**Additional Requirements**:

- Flexibility to work evenings, weekends, and overtime as needed, especially during peak event seasons.
- A positive attitude, proactive approach, and willingness to take on new challenges.
- Ability to maintain professionalism under pressure and adapt quickly to changing circumstances.

Schedule:

- Day shift

**Experience**:

- total work: 8 years (required)

**Language**:

- English (required)

**Location**:

- Gurgaon, Haryana (required)

Willingness to travel:

- 50% (preferred)

Work Location: In person

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