Administrative Secretary

Working Conditions

• Working Days: 6 days a week.
• Location: Mumbai, Mahalakshmi.
• Flexibility with work hours, including evenings and weekends depending on event schedules.
• Ability to travel with clients for events, business engagements, or personal trips; occasional overnight travel as required.

Job Purpose

The Social Secretary is responsible for organising, managing, and overseeing social events and activities, providing dedicated support to high-profile individuals or organisations. This role ensures seamless event execution, including on-site support and handling all related logistics.

Key Responsibilities

• Personally accompany clients to high-profile events such as gala dinners, press conferences, and private functions, managing schedules, logistics, and real-time adjustments.
• Coordinate personal travel, transportation, accommodations, and manage calendars, ensuring clients are prepared for events and meetings.
• Organise and execute social events, private dinners, corporate gatherings, and charity occasions, handling all operational aspects.
• Source and negotiate with vendors (caterers, entertainers, florists), manage vendor relationships, and troubleshoot issues during events.
• Maintain and update guest lists, send invitations, track RSVPs, and manage special guest requests and event check-ins.
• Assist with event promotion, branding, and marketing via digital media, social outreach, and public relations activities.
• Establish and maintain event budgets, monitor expenses, provide regular updates, and negotiate contracts to ensure value without sacrificing quality.
• Maintain a detailed client calendar, manage scheduling, and send event reminders while coordinating with other team members.
• Address and resolve issues before, during, or after events, adapting to last-minute emergencies and maintaining a stress-free environment for clients.
• Ensure strict confidentiality regarding clients’ personal and professional matters, managing sensitive situations with professionalism and discretion.

Required Skills and Qualifications

• Strong organisational and multitasking abilities; exceptional attention to detail.
• Excellent interpersonal and communication skills, professionalism in dealing with VIP clients and vendors.
• Creative problem-solving skills, adaptability to changing circumstances, and capacity to handle stressful situations calmly.
• Tech-savvy, proficient in event planning software, digital calendars, and social media management tools.
• High standards of confidentiality and discretion.

Education and Experience

• Preferred degree in Hospitality, Event Planning, Public Relations, or a related field.
• Previous experience as an executive assistant, personal assistant, or event coordinator; experience with luxury or high-profile event management is a plus.