Job Title
Executive Assistant
Domain
Retail & Events / Expos
Location
Bengaluru
Language Preferable
Hindi & Kannada are Mandatory
Reporting Manager
CEO
Working Mode: Mon - Sat (9:30am to 6:30pm)
Address:
3rd Floor, Manandi Plaza, St Mark's Rd, Shanthala Nagar, Ashok Nagar, Bengaluru, Karnataka 560001
Job Summary
Executive Assistant
Key Responsibilities
Here are the core responsibilities this person will take on:
Executive Support & Office Management
- Manage the executives calendar: scheduling meetings, coordination with internal teams, external stakeholders.
- Handle phone calls, emails, correspondence, ensuring timely responses, follow ups.
- Maintain confidential files / documents.
- Prepare presentations, reports, briefing notes for meetings.
- Liaise across departments (finance, operations, HR, marketing) to ensure smooth flow of information and actions.
Event & Expo Planning & Execution
- Plan and execute retail business events, expos, trade fairs, product launches: concept, budgeting, vendor sourcing, logistics, promotions etc.
- Handle the venue selection, layout, booth / stand design, shipping of materials, displays, collateral, dcor, signage etc
- Manage all vendor/supplier contracts & relationships (catering, display, transport, AV, etc.).
- Ensure all event permits, insurance, licensing etc are taken care of as needed.
- Oversee event timelines, checklists, ensure all tasks are completed ontime.
- Onsite coordination during the event (setup, staff coordination, troubleshooting, guest management).
- Post-event follow up: feedback collection, report generation, vendor payments, reconciliation of budgets.
Travel & Accommodation & Logistics
- Plan & book travel itinerary (flights / trains / local transport) for executives and event teams.
- Organise accommodation, local conveyance, meals, other logistics for staff / guests participating in events & expos.
- Ensure visa / permits / documentation if travel is international.
- Prepare detailed travel plan & budgets; manage travel expenses, cost optimization.
Budgeting & Expense Management
- Assist in creating budgets for events/expos and executive travel / meetings.
- Track expenses, invoices, payments; ensure everything is reconciled.
- Negotiate with vendors to obtain good terms.
Stakeholder Management & Vendor Liaison
- Maintain relationships with vendors, service providers, hotels, exhibition agencies etc.
- Coordinate with internal stakeholders: marketing, operations, store teams, design, etc to ensure event alignment.
- Act as pointofcontact for executives externally when required: clients, partners, vendors.
Planning, Strategy & Reporting
- Support the executive in market research, competitor & trend analysis (especially for expos / retail space).
- Prepare materials / presentations for business reviews & strategic meetings.
- Proactively propose improvements in processes, cost savings, efficiencies.
- Maintain reports / dashboards (KPIs), especially for events & expo ROI, budgets etc.
Additional / Miscellaneous
- Be flexible to work beyond normal hours / travel as needed.
- Handle other duties as assigned by the executive, especially those related to retail operations or corporate functions.
Qualifications & Skills
These are the ideal qualifications and skills for the role:
- Bachelors degree (Business Administration, Retail Management, Hospitality, Events or similar).
- 3 to 4 years of experience as Executive Assistant / Events Coordinator / Project Manager in retail or related sectors, preferably with exposure to expos / trade fairs.
- Strong skills in event management, travel logistics, accommodation booking, vendor management.
- Excellent organizational skills, detail orientation, ability to multitask.
- Strong written & verbal communication skills.
- Proficiency with Office tools: MS Word, Excel, PowerPoint; calendar tools (Outlook / Google); possibly eventmanagement.
- Capable of budgeting, cost control, negotiating with vendors.
- Comfortable being onsite during events / expos, able to handle liveissue troubleshooting.
- Flexible schedule, ability to travel sometimes during weekends or odd hours.
- High degree of professionalism, discretion, confidentiality.
- Proactive, can anticipate needs, think ahead, problemsolve.
