In an exhibition stall design company, an Executive Assistant (EA) is much more than someone who manages a calendar. They become the CEO's force multiplier, ensuring projects move faster, clients receive timely communication, and the founder spends time on growth rather than coordination.

For a company like AP Designs, where every project involves design, fabrication, logistics, client approvals, and deadlines, the EA acts as the central coordination point.

Primary Objective

Increase the founder's effectiveness by handling coordination, follow-ups, communication, and operations.

1. Executive SupportCalendar Management
- Schedule client meetings
- Coordinate design presentations
- Block focus time
- Plan travel for exhibitions
- Schedule BNI meetings and networking events

Email Management
- Prioritize key emails
- Draft responses
- Archive completed conversations
- Follow up on unanswered emails

Daily Planning

Every morning prepare:
- Today's meetings
- Pending approvals
- High-priority projects
- Client follow-ups
- Payments due
- Team bottlenecks

2. Sales Coordination

Before the meeting:




- Collect client requirements
- Create client folder
- Arrange previous references
- Ensure presentation is ready
- Send meeting reminders

After meeting:
- Send MOM (Minutes of Meeting)
- Assign action items
- Follow up for drawings
- Track quotation status
- Track probability of closure

Maintain CRM containing:
- Leads
- Proposal value
- Closing stage
- Expected closure date
- Follow-up schedule

3. Project Coordination

Once project is confirmed:

Maintain a checklist for every stall.

Example:

✔ Advance received

✔ Design brief complete

✔ Site dimensions received

✔ Design started

✔ Client approval

✔ Working drawings

✔ Production started

✔ Material procurement

✔ Printing

✔ Dispatch

✔ Installation

✔ Handover

✔ Photos received

The EA ensures nothing is forgotten.

4. Client Communication

The EA becomes the first point of contact.

Examples:
- Confirm

📌 Executive Assistant/Office Manager (Mumbai)
🏢 AP Designs
📍 Mumbai