Executive Administrative Assistant

HELM Experiential Pvt Ltd

Website: helmexp.com
Job details:
Job Title

Administrative Executive Assistant to Director

Job Summary

The Administrative Executive Assistant (EA) will provide high-level administrative, organizational, and operational support to the Director of the event management company. The role requires excellent coordination, communication, and multitasking skills to ensure the Director’s schedule, meetings, client interactions, and internal operations run smoothly. The EA will also assist in event planning coordination, documentation, and vendor communication when required.

Key Responsibilities1. Executive Support

• Manage and maintain the Director’s calendar, appointments, and meeting schedules.
• Coordinate internal and external meetings, including preparing agendas and minutes.
• Screen calls, emails, and correspondence on behalf of the Director.
• Prepare presentations, reports, and documents required for meetings and events.
• Arrange travel itineraries, accommodation, and logistics for the Director.

2. Administrative Management

• Maintain confidential records, files, and documents.
• Handle office correspondence, emails, and official communication.
• Organize and maintain digital and physical documentation.
• Assist in preparing proposals, contracts, and client documentation.

3. Event Coordination Support

• Support the Director in planning and execution of events.
• Coordinate with vendors, venues, suppliers, and partners.
• Track event timelines, deliverables, and approvals.
• Assist in preparing event presentations, budgets, and reports.

4. Client & Vendor Communication

• Act as a liaison between the Director, clients, vendors, and internal teams.
• Schedule client meetings and follow up on action items.
• Maintain professional communication and relationship management.

5. Operational Support

• Track project deadlines and ensure timely completion.
• Assist in monitoring budgets, invoices, and payment schedules.
• Support internal team coordination and task follow-ups.
• Help streamline administrative processes for better efficiency.
  

Required Skills

• Strong organizational and multitasking abilities
• Excellent verbal and written communication
• Proficiency in MS Office (Word, Excel, PowerPoint)
• Time management and problem-solving skills
• Professional discretion and confidentiality
• Ability to work in a fast-paced event environment
  

Preferred Qualifications

• Bachelor’s degree in Business Administration / Management / Event Management
• 2–5 years experience as Executive Assistant / Administrative Coordinator
• Experience in event management industry preferred
• Familiarity with project management or event planning tools is an advantage
  

Key Competencies

• Attention to detail
• Proactive and solution-oriented
• High level of professionalism
• Ability to manage multiple priorities
• Strong interpersonal skills

Click on Apply to know more.