Back Office Executive Assistant

Job description:

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to senior leadership at our event management company. The ideal candidate should possess excellent communication, coordination, multitasking, and problem-solving skills, with the ability to manage confidential information and ensure the smooth execution of executive responsibilities.

As an Executive Assistant, you will play a key role in coordinating meetings, managing schedules, facilitating communication, supporting business operations, and contributing creative ideas for presentations, proposals, client pitches, and event concepts. The ideal candidate should be tech-savvy and comfortable leveraging modern AI tools to improve productivity and generate innovative business solutions.

Key Responsibilities

• Manage the Executive's calendar, appointments, meetings, and travel arrangements.

• Coordinate internal and external meetings, prepare agendas, record meeting minutes, and ensure timely follow-ups.

• Screen calls, emails, and correspondence while prioritizing communications effectively.

• Draft professional emails, presentations, reports, proposals, business documents, and client presentations.

• Coordinate with internal departments, clients, vendors, and external stakeholders on behalf of the Executive.

• Assist in planning, organizing, and executing corporate events, weddings, client meetings, and business projects.

• Track project timelines, deliverables, and ensure timely completion of assigned tasks.

• Handle confidential information with professionalism and discretion.

• Organize business travel, accommodation, itineraries, and logistics.

• Maintain records, contracts, databases, and important company documents.

• Prepare MIS reports, business presentations, meeting summaries, and analytical reports.

• Conduct online research, gather market intelligence, and support business development initiatives.

• Support day-to-day administrative and operational activities as assigned by management.

• Ensure smooth communication and coordination between the Executive and various departments.

Requirements

• Bachelor's degree in Business Administration, Management, or a related field.

• 2–5 years of experience as an Executive Assistant, Personal Assistant, Executive Coordinator, or a similar role.

• Prior experience in the event management, hospitality, advertising, media, or creative industry will be preferred.

• Excellent verbal and written communication skills.

• Strong organizational, time management, and multitasking abilities.

• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and Google Workspace.

• Hands-on experience with AI productivity tools such as ChatGPT, Microsoft Copilot, Gemini, Notion AI, Canva AI, Gamma, or similar platforms for creating presentations, drafting content, conducting research, brainstorming creative ideas, preparing reports, and improving workflow efficiency.

• Ability to use AI tools responsibly to generate creative concepts, event ideas, business presentations, client proposals, and executive summaries while maintaining accuracy and professionalism.

• Strong creative thinking and problem-solving skills with the ability to contribute innovative ideas and solutions.

• High level of professionalism, integrity, confidentiality, and attention to detail.

• Ability to work under pressure, prioritize tasks, and meet deadlines.

• Flexibility to travel and work extended hours during events when required.

Preferred Skills

• Strong business acumen and analytical thinking.

• Creative mindset with the ability to contribute ideas for events, client presentations, and business growth.

• Excellent stakeholder management and interpersonal skills.

• Experience creating visually appealing presentations using PowerPoint, Canva, or AI-powered presentation tools.

• Quick learner with a passion for adopting new technologies and AI-driven productivity tools.

• Ability to anticipate executive needs and take initiative with minimal supervision.

• It is a Full Time Back Office / Data Entry job for candidates with 1 - 2 years of experience.