Personal Assistant to the Secretary General (Exhibition Industry)
Job Summary
We are looking for an experienced and highly organized Personal Assistant to the Secretary General, who can join immediately. The ideal candidate will support daily operations, coordination, communication, and project follow-ups related to exhibitions, conferences, and business events. This role requires exceptional multitasking abilities, strong communication skills, and a proactive approach.
Key Responsibilities
- Provide direct administrative and operational support to the Secretary General
- Manage daily calendars, schedules, meetings, and travel arrangements
- Handle confidential communication, correspondence, and documentation
- Coordinate with internal departments and external stakeholders, including exhibitors, vendors, and partners
- Assist in preparing proposals, event plans, contracts, agreements, and presentation materials
- Track project timelines, deliverables, and deadlines related to exhibitions and industry events
- Maintain accurate filing systems, databases, and project documents
- Follow up on pending tasks, action items, and client communication on behalf of the Secretary General
- Assist in managing budgets, invoices, and procurement related to exhibition requirements
- Support recruitment coordination and supplier communication
- Attend meetings, take minutes, and circulate detailed action points
- Handle travel logistics, visa arrangements, and event schedules for exhibition trips
Qualifications & Experience:
- Bachelor's degree in Business Administration, Management, Events, Marketing, or related field
- Minimum 2 years of experience as an Assistant, Executive Assistant, or Coordinator in the exhibition or events industry
- Strong knowledge of exhibition operations, vendor management, and event timelines
- Proficiency in MS Office (Excel, PowerPoint, Word, Outlook)
- Familiarity with CRM, ERP, or event management software is an advantage
Skill & Competencies:
- Excellent communication skills (written and verbal)
- Strong organizational and time-management abilities
- Attention to detail and problem-solving mindset
- Ability to handle pressure and work with tight deadlines
- Professional attitude and discretion with confidential information
- Ability to coordinate with multiple departments and external stakeholders
- High level of initiative, adaptability, and accountability
