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Executive Coordinator

Executive Coordinator

Quess Global Recruitment ServicesRepublic Of India, IN
19 hours ago
Job description

Job Description : Social Secretary

Working Conditions

  • Working Days : 6 days a week.
  • Location : Mumbai, Mahalakshmi.
  • Flexibility with work hours, including evenings and weekends depending on event schedules.
  • Ability to travel with clients for events, business engagements, or personal trips;

occasional overnight travel as required.

Job Purpose

The Social Secretary is responsible for organising, managing, and overseeing social events and activities, providing dedicated support to high-profile individuals or organisations. This role ensures seamless event execution, including on-site support and handling all related logistics.

Key Responsibilities

  • Personally accompany clients to high-profile events such as gala dinners, press conferences, and private functions, managing schedules, logistics, and real-time adjustments.
  • Coordinate personal travel, transportation, accommodations, and manage calendars, ensuring clients are prepared for events and meetings.
  • Organise and execute social events, private dinners, corporate gatherings, and charity occasions, handling all operational aspects.
  • Source and negotiate with vendors (caterers, entertainers, florists), manage vendor relationships, and troubleshoot issues during events.
  • Maintain and update guest lists, send invitations, track RSVPs, and manage special guest requests and event check-ins.
  • Assist with event promotion, branding, and marketing via digital media, social outreach, and public relations activities.
  • Establish and maintain event budgets, monitor expenses, provide regular updates, and negotiate contracts to ensure value without sacrificing quality.
  • Maintain a detailed client calendar, manage scheduling, and send event reminders while coordinating with other team members.
  • Address and resolve issues before, during, or after events, adapting to last-minute emergencies and maintaining a stress-free environment for clients.
  • Ensure strict confidentiality regarding clients’ personal and professional matters, managing sensitive situations with professionalism and discretion.

    • Required Skills and Qualifications

  • Strong organisational and multitasking abilities;

    • exceptional attention to detail.

  • Excellent interpersonal and communication skills, professionalism in dealing with VIP clients and vendors.
  • Creative problem-solving skills, adaptability to changing circumstances, and capacity to handle stressful situations calmly.
  • Tech-savvy, proficient in event planning software, digital calendars, and social media management tools.
  • High standards of confidentiality and discretion.

    • Education and Experience

  • Preferred degree in Hospitality, Event Planning, Public Relations, or a related field.
  • Previous experience as an executive assistant, personal assistant, or event coordinator;

    • experience with luxury or high-profile event management is a plus.

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    Executive • Republic Of India, IN

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