Senior Executive-Marketing Communications-Trade Shows & Events

Key Responsibilities

Contract Administration

Complete and submit event-related contracts, ensuring accuracy and alignment with internal guidelines
Collect necessary documentation and secure required internal approvals
Coordinate with EXL's Legal team for contract review and compliance
Submit contracts to Procurement for execution and manage routing for signatures
Track contract progress and maintain documentation for audit readiness
Distribute fully executed agreements to stakeholders and vendors

Vendor Onboarding

Guide new vendors through the setup process in EXL's vendor management system
Partner with internal teams (e.g., Procurement, Finance) to facilitate timely onboarding
Troubleshoot issues related to system access, documentation, or compliance

Invoice Management

Ensure vendors submit invoices correctly via the portal and within agreed timelines
Monitor invoice status and track payments using a shared invoicing tracker
Coordinate with Accounts Payable to address discrepancies and resolve payment issues

Event Calendar and Tracker Maintenance

Maintain the master events calendar and project tracker, ensuring all information is current
Partner with marketing leads to accurately list and tag events by industry, audience, and campaign
Provide visibility to key stakeholders through regular updates and reporting

Event Coordination Support

Support attendee registration and list management
Participate in team meetings and provide project updates as required
Perform other administrative and project-related tasks as assigned

Required

Skills & Qualifications

5+ years of experience in an administrative or operations support role
Prior experience in event coordination or marketing support is a plus
Exceptional attention to detail with a commitment to accuracy and thorough documentation
Proactive, self-motivated, and highly resourceful with a bias toward action and results
Strong problem-solving skills and ability to manage issues independently
Excellent verbal, written, and interpersonal communication skills
Ability to build and maintain positive relationships between numerous teams
Demonstrated ability to multitask and manage priorities under tight deadlines
Proficient in Microsoft Word, Excel, PowerPoint, and other business tools (experience with vendor/contract portals and Salesforce is a plus)

Experience with budget creation and maintenance a plus
Customer service oriented with a team-player attitude and strong sense of ownership
Comfortable navigating matrixed environments and working with cross-functional teams