Executive Assistant to CEO

1. Objective

The Executive Assistant (EA) will provide high-level administrative and operational support to the CEO, ensuring seamless coordination of schedules, communications, and strategic initiatives related to conference planning and execution. The EA will act as a liaison between the CEO and key stakeholders while maintaining confidentiality, efficiency, and professionalism.

2. Key Responsibilities

A. Calendar & Schedule Management
- Manage the CEO’s calendar, scheduling meetings, site visits, and industry events.
- Prioritize and handle time-sensitive requests, including last-minute changes.
- Coordinate internal and external meetings, ensuring all necessary preparations.

B. Communication & Correspondence
- Draft, review, and proofread internal and external communications, including client proposals and vendor agreements.
- Serve as a liaison between the CEO and internal teams, clients, vendors, and sponsors.

C. Meeting Coordination & Documentation
- Organize leadership meetings, vendor briefings, and conference planning sessions.
- Prepare agendas, presentations, reports, and minutes.
- Track action items and follow up to ensure timely execution.

D. Travel & Logistics Management
- Arrange domestic and international travel for the CEO, including flights, accommodations, ground transportation, and event registrations.
- Ensure seamless travel experiences with detailed itineraries.

E. Conference & Event Support
- Assist in planning and execution of conferences, managing schedules, and coordinating VIP interactions.
- Liaise with speakers, sponsors, exhibitors, and venue partners on behalf of the CEO.
- Provide on-site support during conferences, including managing executive meetings and networking events.

F. Project & Task Management
- Track key projects, deadlines, and deliverables related to conference planning.
- Support the CEO with research, budgeting, and report generation.
- Assist in sponsorship acquisition, exhibitor management, and speaker coordination.

G. Confidentiality & Discretion
- Handle sensitive company and client information with the highest level of confidentiality.
- Ensure compliance with contracts, NDAs, and internal policies.

H. Office & Team Coordination
- Work closely with the CEO’s leadership team, ensuring smooth operations.
- Coordinate office logistics, vendor management, and team-building activities.
- Support in crisis management, problem-solving, and last-minute event changes.

3. Skills & Qualifications
- Bachelor’s degree in Business Administration, Event Management, Communications, or a related field.
- 5+ years of experience as an Executive Assistant, preferably in the events or hospitality industry.
- Strong organizational, multitasking, and problem-solving skills.
- Excellent written and verbal communication.
- Proficiency in MS Office (Excel, Word, PowerPoint) and collaboration tools (Zoom, Slack, Trello, Asana, etc.).
- Ability to work in a fast-paced, high-pressure environment, especially during conference season.
- Strong negotiation and vendor management skills.
- High level of discretion, professionalism, and adaptability.

4. Performance Metrics
- Efficient time and schedule management for the CEO.
- Smooth communication and coordination with internal and external stakeholders.
- Timely execution of key conference-related tasks and follow-ups.
- Accuracy in documentation, reports, and budget tracking.
- Proactive problem-solving and crisis management during events.

5. Reporting & Review
- The EA will report directly to the CEO.
- Performance reviews will be conducted on a [quarterly/biannual] basis.

Pay: ₹35,000.00 - ₹45,000.00 per month

**Benefits**:

- Paid time off
- Provident Fund

Schedule:

- Day shift

Work Location: In person

Expected Start Date: 02/06/2025