Event Administrative Assistant

Position Overview

The Conference Management Executive is responsible for planning, coordinating, and executing conferences, workshops, and related events. This role requires close coordination with clients, faculty, vendors, sponsors, and internal teams to ensure seamless delivery of conferences and a high-quality delegate experience.

Key Responsibilities

1. Event Planning & Coordination
Assist in end-to-end planning of conferences, seminars, and workshops.
Coordinate with organizing committees, scientific chairs, and faculty.
Draft and maintain project timelines, checklists, and conference budgets.
Support in preparing proposals, sponsorship packages, and vendor agreements.

2. Delegate & Faculty Management

Handle delegate registrations, confirmations, and queries.
Manage abstract submissions, review processes, and notifications.
Coordinate travel, accommodation, and on-ground support for speakers and faculty.

3. Vendor & Logistics Coordination

Liaise with hotels, venues, travel agencies, AV teams, and printing vendors.
Supervise logistics such as stage setup, branding, signage, seating, and catering.
Ensure compliance with venue policies, safety standards, and timelines.

4. Communication & Documentation

Draft and send professional communications, invitations, and mailers.
Maintain updated records of delegates, sponsors, and stakeholders.
Prepare post-event reports, feedback analysis, and financial summaries.

5. On-Site Event Execution

Oversee registration counters, help desks, and delegate support.
Coordinate session flow, speaker presentations, and AV requirements.
Manage last-minute changes, troubleshoot issues, and ensure smooth execution.

Skills & Competencies

Strong communication and interpersonal skills.
Excellent organizational and multitasking abilities.
Proficiency in MS Office Suite (Word, Excel, PowerPoint) and event management software/CRM.
Problem-solving attitude with the ability to work under pressure.
Flexibility to travel and work extended hours during conferences.
Knowledge of budgeting, invoicing, and basic financial processes.

Qualifications

Graduate/Postgraduate in Event Management, Hospitality, Business Administration, or related fields.
1–3 years of experience in conference or event management (preferred).
Exposure to medical/scientific conferences will be an added advantage.