Events & MICE Executive

3 weeks ago

Mumbai, Maharashtra, India Meril Life Sciences Pvt Ltd Full time

Job Purpose:

To independently manage and execute Domestic and International Events & MICE operations by coordinating with internal stakeholders and external vendors. This role requires strong expertise in planning, negotiation, and execution, along with a working knowledge of compliance protocols and budget control. Proficiency in Excel, cost optimization, and experience in corporate events is essential.

Key Responsibilities:

1. Event Planning & Execution

  • Plan and manage domestic & international MICE events, congresses, medical conferences, and internal meetings.
  • Liaise with Business Unit Heads, Therapy Heads, Marketing, and other internal teams to gather requirements and manage expectations.
  • End-to-end execution – from pre-event planning, on-site coordination, to post-event closure.

2. Vendor & Hotel Management

  • Strong negotiation with hotels, DMCs, airlines, logistics, and service providers to obtain the best rates.
  • Ensure cost-effective solutions and track savings achieved.
  • Maintain relationships with suppliers, ensure delivery standards and feedback loop is in place.
  • Keep updated with new venues and vendors PAN India and globally.

3. Compliance & Documentation

  • Ensure full compliance with internal and external policies for HCP/doctor-related events.
  • Work with Compliance and Legal teams to ensure documentation (contracts, approvals, etc.) is in place.
  • Maintain proper audit trail of approvals, contracts, and vendor bills.

4. Budgeting & Reporting

  • Create and manage detailed event budgets and ensure events are within the approved financial scope.
  • Regular tracking of expenses, vendor payments, and reconciliation post-event.
  • Prepare Excel-based budget trackers and cost summary sheets for finance and reporting purposes.

5. Logistics & Operations

  • Handle travel, hotel, transport, food & beverage, AV, branding, and other arrangements.
  • Coordinate with stakeholders for rooming lists, itineraries, and special requests.
  • Plan and execute Gala Dinners, VIP handling, speaker coordination, and international delegate support.

6. On-Ground Execution

  • Travel on-site for events to ensure seamless coordination and troubleshoot issues.
  • Manage vendor teams, delegate services, and overall show-flow of the event.

7. Post-Event Closure

  • Collate all invoices and prepare documentation for finance processing.
  • Obtain and analyze feedback to identify gaps and improve future events.

Key Requirements:

  • Minimum 3–5 years of experience in MICE, Corporate Events, or Hospitality industry
  • Must be proficient in Excel (advanced knowledge preferred)
  • Strong communication and negotiation skills
  • Willingness to travel across India and internationally as per event requirements
  • Knowledge of compliance documentation and HCP engagement norms is a plus
  • Good coordination and time management skills

Preferred Qualification:

  • Graduate in Hospitality / Event Management / Business Administration
  • Exposure to international event markets (Europe, APAC, etc.) is desirable
  • Familiarity with tools like MS Office, Google Sheets, and event tech platform

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