executive assisatnt cum vendor management

Recex; Pune District; On-site; INR 550,000 - 750,000; Full time

Job summary

Recex is seeking an Executive Assistant with vendor management experience to provide administrative support to the Head of Corporate Communications and coordinate with multiple vendors for campaigns and events. The role requires strong MS Office skills, meticulous record-keeping, and discretion with confidential information.

The ideal candidate has 3–7 years of experience across EA, vendor management, and communications, and is comfortable coordinating with various stakeholders.

Qualifications

• Bachelor's degree required.
• 3–7 years of experience in EA, vendor management, corporate communications, or administrative roles.
• Experience coordinating with multiple vendors and stakeholders preferred.

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.
• 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.

Education

Bachelor's degree in Business Administration, Communications, HR, Marketing, or a related field

Tools

MS Office

Job description

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).
• Joining Requirement: Preference for immediate joiners
• Interview Mode: In-person only
• Female Candidates only