Executive Assistant (EA) cum Vendor Management

Job Description:

Executive Assistant (EA) cum Vendor Management

Department: Corporate Communications
Location: Pune Mudhwa
Reporting To: Head - Corporate Communications
Budget: as per industry standards
NP- immediate joiner

Job Summary

We are looking for a proactive and highly organized Executive Assistant & Vendor Management Executive to support the Corporate Communications team. The role will be responsible for providing executive support, coordinating communication activities, managing vendors and agencies, tracking budgets, and ensuring seamless execution of internal and external communication initiatives.

Key Responsibilities

Executive Assistant Responsibilities

• Provide administrative and operational support to the Head of Corporate Communications.
• Manage calendars, meetings, appointments, and travel arrangements.
• Prepare MOMs (Minutes of Meeting), presentations, reports, and correspondence.
• Coordinate with internal stakeholders for communication-related projects and initiatives.
• Track action items and ensure timely closure of deliverables.
• Maintain departmental records, documents, contracts, and communication archives.
• Handle confidential information with discretion and professionalism.

Vendor Management Responsibilities

• Manage relationships with communication agencies, event vendors, design partners, printers, and other service providers.
• Coordinate vendor onboarding, documentation, and compliance requirements.
• Monitor vendor performance, service quality, and adherence to SLAs.
• Obtain quotations, negotiate commercial terms, and ensure cost optimization.
• Process purchase orders, invoices, and payment follow-ups in coordination with Finance and Procurement teams.
• Maintain vendor databases and contract records.
• Support end-to-end execution of corporate events, campaigns, and branding activities through vendor coordination.

Qualifications & Experience

• Bachelor's degree in Business Administration, Communications, HR, Marketing, or a related field.
• 3-7 years of experience in Executive Assistant, Vendor Management, Corporate Communications, or Administrative roles.
• Experience coordinating with multiple vendors and stakeholders preferred.
• Proficiency in MS Office (Excel, PowerPoint, Word, Outlook).