Executive - Event & Hospitality
Jainam Share Consultants Pvt. Ltd., Beartown, NY, United States
Key Responsibilities
Office Operations & Administrative Support
Manage the day-to-day administrative functions to ensure a smooth and well-coordinated workflow within the office.
Act as the point of contact for internal and external stakeholders for routine office matters.
Ensure timely resolution of administrative issues and elevate concerns when required.
Calendar, Meeting & Travel Management
Handle complex scheduling and calendar management for senior leadership.
Coordinate meetings, appointments, and conference calls, ensuring all logistics and arrangements are in place.
Organize domestic and international travel, including booking flights, accommodations, and local transportation.
Documentation & Record-Keeping
Maintain a systematic filing system (digital and physical) for company documents, reports, and confidential files.
Track and update administrative and operational records regularly to ensure accuracy and accessibility.
Vendor & Facility Coordination
Liaise with external vendors, service providers, and suppliers for procurement of office essentials and services.
Evaluate vendor performance, negotiate contracts, and ensure cost-effective and timely service delivery.
Report & Presentation Assistance
Assist in drafting and formatting internal reports, MIS, executive summaries, and business presentations.
Collaborate with teams to gather inputs and ensure timely submissions of reports to the management.
Office Supplies & Inventory Management
Monitor inventory of office supplies, assess shortages, and place orders in a timely manner.
Maintain cost-effective procurement processes while ensuring quality and vendor compliance.
Policy Compliance & Administrative Procedures
Ensure all administrative activities adhere to internal policies and standard operating procedures.
Maintain awareness of company guidelines and support audits or internal reviews as required.
HR Coordination & Onboarding Support
Facilitate the onboarding process for new employees including induction, asset allocation, and orientation.
Communication Handling
Manage professional communication, including drafting emails, letters, and handling incoming calls.
Serve as a liaison between departments and external parties to ensure timely and clear communication.
Event & Meeting Coordination
Organize and support corporate events, internal meetings, workshops, and training sessions.
Handle logistics, materials, refreshments, venue setup, and attendance tracking.
Additional Administrative Duties
Provide ad-hoc support to various teams and undertake special projects or tasks assigned by management.
Contribute proactively to improving administrative processes and fostering a positive work environment.
Key Requirements
Bachelor’s degree in Business Administration, Management, or a related discipline.
Minimum 1 year of experience in an administrative or executive assistant role.
Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and familiarity with office tools/software.
Exceptional organizational and multitasking abilities with keen attention to detail.
Strong interpersonal, verbal, and written communication skills.
Ability to manage confidential information with integrity and professionalism.
Independent worker with a proactive approach to solving problems and managing responsibilities.
Understanding of office management systems, procurement processes, and HR procedures.
Preferred Skills
Previous experience in HR administration, office procurement, or operations.
Hands‑on knowledge of CRM or ERP software systems.
Familiarity with basic accounting or invoice processing will be an added advantage.
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Office Operations & Administrative Support
Manage the day-to-day administrative functions to ensure a smooth and well-coordinated workflow within the office.
Act as the point of contact for internal and external stakeholders for routine office matters.
Ensure timely resolution of administrative issues and elevate concerns when required.
Calendar, Meeting & Travel Management
Handle complex scheduling and calendar management for senior leadership.
Coordinate meetings, appointments, and conference calls, ensuring all logistics and arrangements are in place.
Organize domestic and international travel, including booking flights, accommodations, and local transportation.
Documentation & Record-Keeping
Maintain a systematic filing system (digital and physical) for company documents, reports, and confidential files.
Track and update administrative and operational records regularly to ensure accuracy and accessibility.
Vendor & Facility Coordination
Liaise with external vendors, service providers, and suppliers for procurement of office essentials and services.
Evaluate vendor performance, negotiate contracts, and ensure cost-effective and timely service delivery.
Report & Presentation Assistance
Assist in drafting and formatting internal reports, MIS, executive summaries, and business presentations.
Collaborate with teams to gather inputs and ensure timely submissions of reports to the management.
Office Supplies & Inventory Management
Monitor inventory of office supplies, assess shortages, and place orders in a timely manner.
Maintain cost-effective procurement processes while ensuring quality and vendor compliance.
Policy Compliance & Administrative Procedures
Ensure all administrative activities adhere to internal policies and standard operating procedures.
Maintain awareness of company guidelines and support audits or internal reviews as required.
HR Coordination & Onboarding Support
Facilitate the onboarding process for new employees including induction, asset allocation, and orientation.
Communication Handling
Manage professional communication, including drafting emails, letters, and handling incoming calls.
Serve as a liaison between departments and external parties to ensure timely and clear communication.
Event & Meeting Coordination
Organize and support corporate events, internal meetings, workshops, and training sessions.
Handle logistics, materials, refreshments, venue setup, and attendance tracking.
Additional Administrative Duties
Provide ad-hoc support to various teams and undertake special projects or tasks assigned by management.
Contribute proactively to improving administrative processes and fostering a positive work environment.
Key Requirements
Bachelor’s degree in Business Administration, Management, or a related discipline.
Minimum 1 year of experience in an administrative or executive assistant role.
Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and familiarity with office tools/software.
Exceptional organizational and multitasking abilities with keen attention to detail.
Strong interpersonal, verbal, and written communication skills.
Ability to manage confidential information with integrity and professionalism.
Independent worker with a proactive approach to solving problems and managing responsibilities.
Understanding of office management systems, procurement processes, and HR procedures.
Preferred Skills
Previous experience in HR administration, office procurement, or operations.
Hands‑on knowledge of CRM or ERP software systems.
Familiarity with basic accounting or invoice processing will be an added advantage.
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