We are seeking an experienced and highly organized Event Operations Assistant to join EXL s dynamic Events Team. This role will be instrumental in supporting the logistical and operational needs of our event portfolio, with a strong focus on contract processing, vendor onboarding, invoice tracking, and administrative coordination. This position is ideal for someone who is a self-starter and thrives in a fast-paced environment, is highly detail-oriented, and excels at managing complex workflows and stakeholder communication.
Key Responsibilities
Contract Administration
- Complete and submit event-related contracts, ensuring accuracy and alignment with internal guidelines
- Collect necessary documentation and secure required internal approvals
- Coordinate with EXL s Legal team for contract review and compliance
- Submit contracts to Procurement for execution and manage routing for signatures
- Track contract progress and maintain documentation for audit readiness
- Distribute fully executed agreements to stakeholders and vendors
Vendor Onboarding
- Guide new vendors through the setup process in EXL s vendor management system
- Partner with internal teams (e.g., Procurement, Finance) to facilitate timely onboarding
- Troubleshoot issues related to system access, documentation, or compliance
Invoice Management
- Ensure vendors submit invoices correctly via the portal and within agreed timelines
- Monitor invoice status and track payments using a shared invoicing tracker
- Coordinate with Accounts Payable to address discrepancies and resolve payment issues
Event Calendar and Tracker Maintenance
- Maintain the master events calendar and project tracker, ensuring all information is current
- Partner with marketing leads to accurately list and tag events by industry, audience, and campaign
- Provide visibility to key stakeholders through regular updates and reporting
Event Coordination Support
- Support attendee registration and list management
- Participate in team meetings and provide project updates as required
- Perform other administrative and project-related tasks as assigned
Required Skills & Qualifications
- 5+ years of experience in an administrative or operations support role
- Prior experience in event coordination or marketing support is a plus
- Exceptional attention to detail with a commitment to accuracy and thorough documentation
- Proactive, self-motivated, and highly resourceful with a bias toward action and results
- Strong problem-solving skills and ability to manage issues independently
- Excellent verbal, written, and interpersonal communication skills
- Ability to build and maintain positive relationships between numerous teams
- Demonstrated ability to multitask and manage priorities under tight deadlines
- Proficient in Microsoft Word, Excel, PowerPoint, and other business tools (experience with vendor/contract portals and Salesforce is a plus)
- Experience with budget creation and maintenance a plus
- Customer service oriented with a team-player attitude and strong sense of ownership
- Comfortable navigating matrixed environments and working with cross-functional teams
5-6 years of proven experience in corporate event management or client servicing within the events industry
Required Skills & Qualifications
- 5+ years of experience in an administrative or operations support role
- Prior experience in event coordination or marketing support is a plus
- Exceptional attention to detail with a commitment to accuracy and thorough documentation
- Proactive, self-motivated, and highly resourceful with a bias toward action and results
- Strong problem-solving skills and ability to manage issues independently
- Excellent verbal, written, and interpersonal communication skills
- Ability to build and maintain positive relationships between numerous teams
- Demonstrated ability to multitask and manage priorities under tight deadlines
- Proficient in Microsoft Word, Excel, PowerPoint, and other business tools (experience with vendor/contract portals and Salesforce is a plus)
- Experience with budget creation and maintenance a plus
- Customer service oriented with a team-player attitude and strong sense of ownership
- Comfortable navigating matrixed environments and working with cross-functional teams
