Job Description

Job Overview: We are seeking a detail-oriented and proactive Event Executive Assistant to support our event management team in planning and executing a variety of corporate events. The ideal candidate will be highly organized, resourceful, and able to manage multiple tasks simultaneously in a fast-paced environment. This role requires strong administrative skills, excellent communication abilities, and a passion for delivering exceptional event experiences.

Key Responsibilities:

• Event Coordination:
• Assist in the planning and execution of corporate events, including conferences, seminars, workshops, and social gatherings.
• Coordinate logistical 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.

Job Type: Full-time

Pay: Up to ?800,000.00 per year

Schedule:

• Day shift

Education:

• Bachelor's (Preferred)

Experience:

• total work: 5 years (Preferred)

Work Location: In person