Secretary / Executive Assistant

Job Title: Executive Assistant (EA)

Department: Executive Office / Operations

Reporting To: Founder/Manager

Location: Andheri West

Experience: 4-6 years preferred (preferably in events or media industry)

Key Responsibilities: Administrative & Executive Support

• Manage calendars, schedule meetings, and coordinate appointments for senior leadership.
• Prepare and organize documents, presentations, and reports for meetings or events.
• Draft and respond to emails, letters, and other communications on behalf of the senior team.
• Take accurate minutes during internal and external meetings and ensure follow-ups are tracked.

Event Coordination Support:

• Liaise with vendors, clients, and internal departments to support event execution.
• Maintain event files, checklists, budgets, and timelines.
• Coordinate logistics for meetings, recce, site visits, and production timelines.
• Assist in guest list management, RSVP tracking, and coordination with celebrity managers, if applicable.

Operational Efficiency:

• Track ongoing projects and ensure deadlines are met.
• Follow up on pending tasks across departments.
• Support HR/admin in onboarding new team members or freelancers for event projects.
• Help in coordinating approvals, quotations, invoices, and internal paperwork.

Confidentiality & Discretion:

• Handle sensitive information with the highest level of confidentiality and professionalism.
• Be the first point of contact for high-profile stakeholders, maintaining a courteous and polished demeanour.

Key Skills & Competencies:

• Excellent communication (spoken and written) and interpersonal skills.
• Strong multitasking, time management, and organizational abilities.
• Proficient in MS Office (Excel, PowerPoint, Word) and Google Workspace.
• Comfortable in a fast-paced, deadline-driven, and dynamic work environment.
• Ability to stay calm and resourceful during live events or crisis moments.

Job Type: Permanent

Schedule: Day shift

Language: English (Preferred)

Job Type: Full-time