1 Gala Dinners Jobs nearby Tirupati

Job Description Social Secretary Job Purpose The Social Secretary is responsible for organizing, managing, and overseeing social events and activities, ensuring they align with the needs and preferences of the client or principal. The role includes accompanying the client to high-profile engagements, managing on-site event support, handling logistics, and ensuring smooth execution at all times. Key Accountabilities & Responsibilities 1. Accompanying the Client to Events Accompany the client to high-profile events including red carpets, gala dinners, press conferences, and private functions. Manage logistics for all events, ensuring timely arrival and departure. Handle last-minute changes such as seating, transport, or schedule adjustments. Act as the clients liaison during events, managing interactions and unforeseen issues. Ensure the client is fully prepared outfit coordination, guest briefings, schedule details, and protocol awareness. Provide full on-ground support, ensuring privacy, comfort, and smooth flow throughout the event. 2. Personalized Support Coordinate personal travel, transportation, and accommodations for events. Manage the clients calendar and ensure all meetings and events are well-prepared in advance. Provide discreet personal and professional assistance before, during, and after events. 3. Event Coordination Plan and coordinate social events such as private dinners, charity events, corporate gatherings, or special occasions. Oversee all end-to-end event logistics, ensuring seamless execution. 4. Vendor Management Source, evaluate, and negotiate with vendors (caterers, entertainers, florists, etc.). Coordinate vendor timelines, deliverables, and performance expectations. Resolve any vendor-related issues to maintain quality service levels. 5. Guest List Management Prepare and maintain guest lists; send invitations and track RSVPs. Coordinate guest requirements, including dietary restrictions and VIP needs. Oversee guest check-in, seating, and on-ground coordination during events. 6. Event Promotion & Branding Assist in creating promotional materials such as invitations, digital creatives, and flyers. Support event marketing through press outreach, social media, or other promotional channels. Maintain consistent branding for all client-related events and public appearances. 7. Budget Management Prepare, manage, and monitor event budgets. Track expenses, maintain records, and provide periodic updates to the client or management. Negotiate rates and contracts to ensure cost efficiency while maintaining quality. 8. Calendar Management & Scheduling Maintain an updated calendar of the clients social events, meetings, and personal appointments. Coordinate scheduling with other assistants or departments to avoid conflicts. Send timely reminders and communicate updates to all stakeholders. 9. Problem Solving & Crisis Management Anticipate and resolve issues that may arise before, during, or after events. Adapt quickly to last-minute changes or emergencies with workable solutions. Manage itinerary adjustments, vendor delays, or unexpected challenges efficiently. 10. Confidentiality & Discretion Maintain absolute confidentiality regarding the clients personal and professional matters. Manage sensitive situations such as media attention or public relations issues with tact and professionalism. Safeguard the client's reputation and personal privacy at all times. Skills & Qualifications Core Skills Strong organizational and multitasking abilities. Excellent interpersonal skills to engage with high-profile clients and guests. High attention to detail with flawless execution. Creative and calm problem-solving approach. Exceptional verbal and written communication skills. Ability to remain flexible with changing schedules and requirements. Strong sense of confidentiality and discretion. Tech-savvy with proficiency in digital calendars, event planning tools, and social media. Education & Experience Bachelors degree in Hospitality, Event Planning, Public Relations, or related field (preferred). Experience as an Executive Assistant, Personal Assistant, or Event Coordinator (highly desirable). Experience managing luxury, VIP, or high-profile events is an added advantage. Working Conditions Flexible working hours, including evenings, weekends, or holidays depending on the event schedule. Required to travel nationally or internationally with the client as needed. Occasional overnight travel for outstation events.