Secretary / Executive Assistant

Company: IWP – Indian Wedding Planners

Location: Csheme, Jaipur

Department: Management / Founder’s Office

Reporting To: Managing Director

Role Overview - We are looking for a smart, organized, and proactive Executive Assistant to support the Managing Director in day-to-day business operations, calendar management, follow-ups, coordination, documentation, and communication. The role requires someone who can work with confidentiality, speed, discipline, and ownership.

The ideal candidate should be well-spoken, detail-oriented, tech-friendly, and capable of managing multiple priorities in a fast-paced wedding and events environment.

• Key Responsibilities

1. Calendar & Schedule Management

• Manage the MD’s daily calendar, meetings, calls, appointments, and reminders.
• Coordinate internal and external meetings with clients, vendors, hotels, and team members.
• Ensure timely follow-ups before and after every meeting.

2. Communication & Coordination

• Draft and respond to emails, WhatsApp messages, proposals, reminders, and official communication on behalf of the MD when required.
• Coordinate with clients, hotel teams, vendors, and internal departments.
• Maintain professional communication standards at all times.

3. Task & Follow-up Management

• Track pending tasks, approvals, payments, proposals, vendor updates, and client requirements.
• Maintain daily, weekly, and monthly task sheets for the MD.
• Ensure that no important commitment or deadline is missed.

4.Documentation & Reporting

• Prepare meeting notes, MOMs, reports, checklists, presentations, and basic Excel/Google Sheets.
• Maintain organized records of client details, vendor data, hotel proposals, contracts, and internal documents.
• Assist in preparing reports related to sales, operations, payments, and client follow-ups.

5. Travel & Personal Assistance

• Assist with travel planning, hotel bookings, tickets, and itinerary coordination for business trips.
• Support the MD with priority administrative and personal coordination tasks when required.

6. Business Support

• Help in managing leads, enquiries, client follow-ups, and appointment scheduling.
• Assist in coordinating with the sales and planning team for wedding-related updates.
• Support in preparing pitch decks, client presentations, and proposal documents.
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Required Skills

• Excellent written and verbal communication skills.
• Strong knowledge of Google Sheets, Excel, Google Calendar, Gmail, and basic presentation tools.
• Good command over English and Hindi.
• Strong follow-up skills and attention to detail.
• Ability to manage confidential information professionally.
• Smart personality with a proactive and solution-oriented approach.
• Ability to work under pressure and manage multiple tasks.
• Prior experience in hospitality, events, luxury services, or founder’s office support will be preferred.

Experience Required 3 –4 years of experience as an Executive Assistant, Personal Assistant, Admin Executive, Client Coordinator, or similar role.

QualificationGraduate in any stream.

Hospitality, Business Administration, Event Management, or Communication background will be an added advantage.

• Working Style ExpectedHighly disciplined and punctual.
• Fast in follow-ups and documentation.
• Comfortable working in a dynamic wedding planning environment.
• Should be available for urgent coordination during active wedding projects.
• Must maintain professionalism, confidentiality, and ownership.