About PromaxProMax Events specialises in creating an integrated event ecosystem that enhances the efficiency and effectiveness of event planning and execution. Leveraging advanced technology platforms, our suite of interconnected tools and software solutions provides a unified experience for organisers and participants. We ensure personalised experiences, targeted communications, and improved event outcomes for dynamic, impactful, and memorable occasions by utilising data-driven insights.Your Job Profile - We are seeking an efficient event secretary in Chennai. You will play a critical role in the smooth functioning of an executive office at the client's location. You should combine administrative, organisational, communication, and interpersonal skills to support one or more individuals or departments. Here's a comprehensive overview of the job profile, Core Responsibilities Administrative SupportManaging calendars, scheduling meetings, and coordinating appointmentsPreparing and editing correspondence, reports, and presentationsMaintaining organised filing systems (digital and physical)Handling confidential documents with discretion Communication ManagementAnswering and directing phone calls professionallyManaging email communications on behalf of executivesLiaising with internal departments and external stakeholdersDrafting official communications and meeting summaries Meeting CoordinationPreparing agendas, taking accurate minutes, and distributing themArranging logistics for internal and external meetings (venue, refreshments, technology)Following up on action items and decisions from meetings Travel and LogisticsBooking travel arrangements (flights, hotels, transportation)Preparing detailed itinerariesManaging expense reports and travel reimbursements Office ManagementMaintaining office supplies and inventoryEnsuring equipment and facilities are functioning properlyAssisting in the organisation of events, conferences, or training sessions Key Skills and CompetenciesTime Management: Prioritises tasks effectively and meets deadlinesAttention to Detail: Accurate in documentation, scheduling, and communicationDiscretion and Confidentiality: Handles sensitive information responsiblyCommunication: Excellent written and verbal skillsMultitasking: Manages several duties simultaneously under pressureTechnical Proficiency: Skilled in MS Office Suite (Word, Excel, Outlook, PowerPoint), calendar tools, and office softwareProfessionalism: Maintains a courteous and polished demeanour at all timesProblem-Solving: Takes initiative to resolve administrative issues Qualifications and ExperienceEducational Requirement: Diploma or bachelor's degree in administration, business, or related fieldExperience: 2–5 years of experience in administrative or secretarial roles, preferably in a corporate or executive environmentCertifications: Optional but beneficial — Certified Professional Secretary (CPS), Microsoft Office Specialist (MOS) Ideal Traits of an Efficient SecretaryProactive and resourcefulHighly organised and reliableDiscreet with sensitive informationFriendly but firm in managing schedules and prioritiesCalm under pressure and adaptable to change
