Lead Assistant Manager - Trade Shows & Events-Marketing Communications-Trade Shows & Events

We are seeking an experienced and highly organized Event Operations Assistant to join EXL’s dynamic Events Team. This role will be instrumental in supporting the logistical and operational needs of our event portfolio, with a strong focus on contract processing, vendor onboarding, invoice tracking, and administrative coordination. This position is ideal for someone who is a self-starter and thrives in a fast-paced environment, is highly detail-oriented, and excels at managing complex workflows and stakeholder communication.Key ResponsibilitiesContract Administration Complete and submit event-related contracts, ensuring accuracy and alignment with internal guidelines Collect necessary documentation and secure required internal approvals Coordinate with EXL’s Legal team for contract review and compliance Submit contracts to Procurement for execution and manage routing for signatures Track contract progress and maintain documentation for audit readiness Distribute fully executed agreements to stakeholders and vendorsVendor Onboarding Guide new vendors through the setup process in EXL’s vendor management system Partner with internal teams (e.g., Procurement, Finance) to facilitate timely onboarding Troubleshoot issues related to system access, documentation, or complianceInvoice Management Ensure vendors submit invoices correctly via the portal and within agreed timelines Monitor invoice status and track payments using a shared invoicing tracker Coordinate with Accounts Payable to address discrepancies and resolve payment issuesEvent Calendar and Tracker Maintenance Maintain the master events calendar and project tracker, ensuring all information is current Partner with marketing leads to accurately list and tag events by industry, audience, and campaign Provide visibility to key stakeholders through regular updates and reportingEvent Coordination Support Support attendee registration and list management Participate in team meetings and provide project updates as required Perform other administrative and project-related tasks as assignedRequired Skills & Qualifications 5+ years of experience in an administrative or operations support role Prior experience in event coordination or marketing support is a plus Exceptional attention to detail with a commitment to accuracy and thorough documentation Proactive, self-motivated, and highly resourceful with a bias toward action and results Strong problem-solving skills and ability to manage issues independently Excellent verbal, written, and interpersonal communication skills Ability to build and maintain positive relationships between numerous teams Demonstrated ability to multitask and manage priorities under tight deadlines Proficient in Microsoft Word, Excel, PowerPoint, and other business tools (experience with vendor/contract portals and Salesforce is a plus) Experience with budget creation and maintenance a plus Customer service oriented with a team-player attitude and strong sense of ownership Comfortable navigating matrixed environments and working with cross-functional teams