Executive Assistant to Director – Event Management Company
We are looking for a smart, organised, proactive, and responsible Executive Assistant to work closely with the Director of our event management company. The candidate will be responsible for supporting the Director in day-to-day office activities, client coordination, event planning, communication, scheduling, follow-ups, and administrative work.
This is a fast-paced position that requires excellent communication skills, strong organisational abilities, attention to detail, and the confidence to coordinate with clients, vendors, employees, and business partners. The ideal candidate should be able to handle multiple responsibilities, work under pressure, and ensure that important tasks are completed on time.
Key Responsibilities
- Manage the Director’s daily calendar, meetings, appointments, calls, and schedules.
- Coordinate meetings and communication between the Director, clients, vendors, artists, venues, production teams, and other business partners.
- Assist the Director in planning, organising, and executing events from the initial discussion through successful completion.
- Maintain event schedules, task lists, checklists, contact details, quotations, proposals, and other important documents.
- Follow up regularly with clients, vendors, employees, and suppliers regarding pending work, payments, bookings, deliverables, and deadlines.
- Prepare professional emails, letters, presentations, reports, quotations, and other documents as required.
- Attend meetings with the Director and maintain notes, action points, and follow-up requirements.
- Ensure that tasks assigned by the Director are properly communicated to the concerned team members and followed up until completion.
- Handle phone calls, emails, WhatsApp messages, and other correspondence professionally.
- Maintain confidentiality of company, client, financial, and business information.
- Assist with office administration, filing, documentation, invoices, expenses, and coordination with the accounts team.
- Keep the Director updated about important meetings, deadlines, pending tasks, client requirements, and event-related developments.
- Assist during events when required and coordinate with different teams to ensure smooth execution.
- Be available for occasional travel, late working hours, weekends, or holidays when important events or business requirements demand it.
Skills & Qualifications
- Graduate in any discipline; a degree or diploma in Event Management, Business Administration, Hospitality, Marketing, or a related field will be an advantage.
- 2–5 years of experience as an Executive Assistant, Personal Assistant, Event Coordinator, Office Executive, or in a similar role.
- Excellent verbal and written communication skills.
- Good command of English and Hindi.
- Good knowledge of MS Office, Google Workspace, email, WhatsApp, and basic office software.
- Excellent follow-up, coordination, and time-management skills.
- Ability to multitask and prioritise work effectively.
- Professional, confident, well-presented, and pleasant personality.
- Ability to communicate with senior-level clients and business associates.
- Strong attention to detail and problem-solving ability.
- Ability to work independently as well as as part of a team.
What We Are Looking For
We are looking for someone who is reliable, proactive, energetic, presentable, and solution-oriented. The candidate should not wait for instructions for every task and should be capable of identifying pending work and taking the initiative to get it completed.
Previous experience in an event management company, hospitality industry, PR agency, advertising agency, corporate office, or similar environment will be preferred.
Pay: ₹12,000.00 - ₹20,000.00 per month
Benefits:
- Cell phone reimbursement
- Paid sick time
Location:
- Chandigarh, Chandigarh (Chandigarh) (Required)
Work Location: In person
