Executive Assistant

Job Roles & Responsibilities

1. Venue Selection & Coordination

• Research and shortlist potential venues based on requirements
• Conduct site visits and assess venue facilities, seating capacity, and accessibility
• Negotiate contracts, pricing, and additional services with venue representatives
• Ensure compliance with health, safety, and event regulations

2. Logistics Planning & Execution

• Develop and implement logistics plans for events
• Arrange transportation, catering, security, and AV equipment
• Ensure smooth check-in, registration, and seating arrangements
• Coordinate on-site operations and troubleshoot issues during the event

3. Hotel & Accommodation Management

• Identify and finalize hotel partnerships for guest accommodations
• Negotiate room blocks, rates, and additional hotel services
• Coordinate room bookings for speakers, VIPs, and attendees
• Ensure hotel logistics align with event schedules

4. Vendor & Supplier Management

• Communicate with vendors for catering, event setup, and AV support
• Oversee contract negotiations and service agreements
• Ensure timely delivery and setup of materials, furniture, and equipment

5. Budget & Cost Control

• Prepare budget estimates for venue, logistics, and hotel expenses
• Monitor and control expenses to stay within budget
• Manage invoices, payments, and financial reconciliation

6. On-Site Coordination & Troubleshooting

• Oversee on-the-ground event logistics and staff assignments
• Handle last-minute changes and resolve logistical challenges
• Ensure smooth execution of the event from setup to breakdown