Job Description

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

Handle emails, calls, and messages on behalf of the CEO, ensuring timely responses. 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. Manage visa applications, per diem budgets, and expense reports.
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.
Job Type: Full-time

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