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
- Draft responses
- Archive completed conversations

Daily Planning

Every morning prepare:

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

1. 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

1. 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.





1. Client Communication

The EA becomes the first point of contact.

Examples:

- Confirm meetings
- Send quotations
- Collect approvals
- Share invoices
- Update project status
- Collect feedback
- Send thank-you messages

Clients should never wonder: "What's happening with my project? "5. Vendor Coordination

Coordinate with:

- Fabrication vendors
- Printers
- Electricians
- Carpenters
- AV suppliers
- Freight companies
- Exhibition organizers

Track:

- Purchase Orders
- Delivery dates
- Material status
- Vendor payments

1. Finance Coordination

Not accounting.

But coordinating.

Maintain:

- Outstanding payments
- Advance collection
- Vendor payment schedule
- GST invoice requests
- Expense approvals

Send reminders to clients.

1. Exhibition Planning

For every exhibition: Maintain

Venue

Hall

Stand Number

Move-in date

Build-up schedule

Power requirements

Internet

Organizer contacts

Transport

Hotel bookings

Labour schedule

Emergency contacts

Nothing should depend on memory.

1. Design Team Coordination

Track: Design Started

First Draft

Client Review

Revision 1

Revision 2

Final Approval

Production Drawings

Rendering

Final Files

Ensure designers receive feedback promptly.

1. Production Follow-up

Daily updates from production: Woodwork

Painting

Graphics

Electrical

Lighting

Furniture

Packing

Dispatch

Installation

1. Founder Productivity





Protect the founder's time.

Instead of: "Sir, client is calling."

The EA says: "Client wants approval on three items. I've summarized them here. You only need to decide A, B, and C."

1. Documentation

Maintain organized folders for:

- Client contracts
- Quotations
- Designs
- Working drawings
- Invoices
- Purchase orders
- Site photos
- Completion photos
- Testimonials

Nothing should ever be "lost."

1. Marketing Support

Coordinate:

- LinkedIn posts
- Instagram content
- Portfolio updates
- Website projects
- Client testimonials
- Photography scheduling

1. BNI Support

Since networking is part of your business:

- Weekly presentation reminders
- Visitor invitations
- Referral tracking
- One-to-One scheduling
- Feature presentation preparation
- Thank-you messages
- Follow-up with referrals

1. Personal Assistance

Only if required:

- Travel bookings
- Family calendar coordination
- Bill reminders
- Appointment scheduling
- Gift ordering
- Event planning

1. Reporting

At the end of every day: Sales

- Current enquiries
- Quotations sent
- Follow-ups completed

Projects

- Status of each stall
- Delays
- Risks

Finance

- Collections
- Outstanding payments

Tomorrow

- Priority meetings
- Decisions required
- Critical deadlines

This should fit on a single page.

Key Performance Indicators (KPIs)AreaKPIClient communicationRespond within 2 hours during business hoursMeeting management100% meetings prepared with agenda and documentsFollow-upsNo missed follow-up commitmentsProject coordinationDaily status updates for all active projectsDocumentation100% of project files organized and currentFounder productivityAt least 60% of founder's time spent on sales, design strategy, and business growth rather than coordinatio

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