We are looking for a proactive and detail-oriented Executive Assistant to support the operations of our event company, which specialises in poster designing and creative event materials. The ideal candidate will handle quotations, billing, scheduling, and coordination with designers, ensuring smooth business operations.
Quotation & Designer Coordination
Request and collect quotations from designers for various projects.
Compare pricing, negotiate when necessary, and finalise quotations as per company policies.
Maintain a record of designer quotes for future reference.
Ensure designers meet project deadlines and deliver quality work.
Billing & Finance Management
Prepare and send invoices to clients promptly.
Track payments, pending invoices, and follow up for dues.
Maintain accurate financial records related to project costs and designer payments.
Assist in generating financial reports related to sales and billing.
Scheduling & Calendar Management
Maintain schedules and calendars for ongoing projects and meetings.
Coordinate appointments between clients, designers, and management.
Ensure all deadlines are met and communicate any changes effectively.
Client & Internal Communication
Serve as the point of contact for clients regarding quotations and billing inquiries.
Communicate with designers to ensure smooth workflow and timely submissions.
Provide administrative support to the team as needed.
RequirementsExperience: Minimum 2-3 years in an administrative, executive assistant, or billing role.Industry Knowledge: Experience in event management, design, or printing industry is a plus. Languages: Fluency in Hindi and English (spoken and written) is mandatory. Strong understanding of billing and invoicing procedures. Excellent time management and organizational skills. Ability to work under pressure and handle multiple tasks. Proficiency in Microsoft Office (Excel, Word, Outlook) and billing software. A bachelor’s degree in Business Administration, Finance, or a related field is preferred.
