In an exhibition stall design company, an Executive Assistant (EA) is much more than someone who manages a calendar. They become the CEO's force multiplier, ensuring projects move faster, clients receive timely communication, and the founder spends time on growth rather than coordination.
For a company like AP Designs, where every project involves design, fabrication, logistics, client approvals, and deadlines, the EA acts as the central coordination point.
Primary Objective
Increase the founder's effectiveness by handling coordination, follow-ups, communication, and operations.
1. Executive SupportCalendar Management
- Schedule client meetings
- Coordinate design presentations
- Block focus time
- Plan travel for exhibitions
- Schedule BNI meetings and networking events
Email Management
- Prioritize important emails
- Draft responses
- Archive completed conversations
- Follow up on unanswered emails
Daily Planning
Every morning prepare:
- Today's meetings
- Pending approvals
- High-priority projects
- Client follow-ups
- Payments due
- Team bottlenecks
2. Sales Coordination
Before the meeting:
- Collect client requirements
- Create client folder
- Arrange previous references
- Ensure presentation is ready
- Send meeting reminders
After meeting:
- Send MOM (Minutes of Meeting)
- Assign action items
- Follow up for drawings
- Track quotation status
- Track probability of closure
Maintain CRM containing:
- Leads
- Proposal value
- Closing stage
- Expected closure date
- Follow-up schedule
3. Project Coordination
Once project is confirmed:
Maintain a checklist for every stall.
Example:
✔ Advance received
✔ Design brief complete
✔ Site dimensions received
✔ Design started
✔ Client approval
✔ Working drawings
✔ Production started
✔ Material procurement
✔ Printing
✔ Dispatch
✔ Installation
✔ Handover
✔ Photos received
The EA ensures nothing is forgotten.
4. Client Communication
The EA becomes the first point of contact.
Examples:
- Confirm meetings
- Send quotations
- Collect approvals
- Share invoices
- Update project status
- Collect feedback
- Send thank-you messages
Clients should never wonder:
"What's happening with my project?"5. Vendor Coordination
Coordinate with:
- Fabrication vendors
- Printers
- Electricians
- Carpenters
- AV suppliers
- Freight companies
- Exhibition organizers
Track:
- Purchase Orders
- Delivery dates
- Material status
- Vendor payments
6. Finance Coordination
Not accounting.
But coordinating.
Maintain:
- Outstanding payments
- Advance collection
- Vendor payment schedule
- GST invoice requests
- Expense approvals
Send reminders to clients.
7. Exhibition Planning
For every exhibition:
Maintain
Venue
Hall
Stand Number
Move-in date
Build-up schedule
Power requirements
Internet
Organizer contacts
Transport
Hotel bookings
Labour schedule
Emergency contacts
Nothing should depend on memory.
8. Design Team Coordination
Track:
Design Started
First Draft
Client Review
Revision 1
Revision 2
Final Approval
Production Drawings
Rendering
Final Files
Ensure designers receive feedback promptly.
9. Production Follow-up
Daily updates from production:
Woodwork
Painting
Graphics
Electrical
Lighting
Furniture
Packing
Dispatch
Installation
10. Founder Productivity
Protect the founder's time.
Instead of:
"Sir, client is calling."
The EA says:
"Client wants approval on three items. I've summarized them here. You only need to decide A, B, and C."
11. Documentation
Maintain organized folders for:
- Client contracts
- Quotations
- Designs
- Working drawings
- Invoices
- Purchase orders
- Site photos
- Completion photos
- Testimonials
Nothing should ever be "lost."
12. Marketing Support
Coordinate:
- LinkedIn posts
- Instagram content
- Portfolio updates
- Website projects
- Client testimonials
- Photography scheduling
13. BNI Support
Since networking is part of your business:
- Weekly presentation reminders
- Visitor invitations
- Referral tracking
- One-to-One scheduling
- Feature presentation preparation
- Thank-you messages
- Follow-up with referrals
14. Personal Assistance
Only if required:
- Travel bookings
- Family calendar coordination
- Bill reminders
- Appointment scheduling
- Gift ordering
- Event planning
15. Reporting
At the end of every day:
Sales
- New enquiries
- Quotations sent
- Follow-ups completed
Projects
- Status of each stall
- Delays
- Risks
Finance
- Collections
- Outstanding payments
Tomorrow
- Priority meetings
- Decisions required
- Critical deadlines
This should fit on a single page.
Key Performance Indicators (KPIs)AreaKPIClient communicationRespond within 2 hours during business hoursMeeting management100% meetings prepared with agenda and documentsFollow-upsNo missed follow-up commitmentsProject coordinationDaily status updates for all active projectsDocumentation100% of project files organized and currentFounder productivityAt least 60% of founder's time spent on sales, design strategy, and business growth rather than coordinationPayment trackingOutstanding invoices followed up within agreed timelinesWhat Makes an Excellent EA in an Exhibition Company?
They should be:
- Exceptionally organized
- Calm under deadline pressure
- Strong written and verbal communicator
- Confident in following up with clients and vendors
- Proactive rather than reactive
- Comfortable with tools like Google Workspace, Excel, WhatsApp Business, project management software, and CRM systems
- Able to anticipate problems before they become urgent
A Practical Division of Work
A useful way to think about the role is:
- Founder: Wins clients, develops relationships, sets strategy, reviews designs, makes key decisions.
- Executive Assistant: Coordinates people, tracks deadlines, ensures decisions are implemented, and keeps information flowing.
- Project Manager (if you have one): Owns project execution on the ground and resolves technical or site issues.
- Design Team: Produces concepts, renders, and working drawings.
- Production Team: Fabricates, prints, dispatches, and installs.
In a growing exhibition stall design company, a high-performing EA can often eliminate dozens of small interruptions each day, allowing the founder to focus on activities that directly generate revenue and strengthen client relationships.
Pay: ₹12,000.00 - ₹25,000.00 per month
Work Location: In person
