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US Event Coordinator

3 months ago

bangalore, India Ascendion Full time

Event Coordinator (EC) will help organize outstanding and unforgettable events and customer experience. EC will be responsible for every part of event preparation, such as gathering business requirement, choosing venues, working with hotel, audio video vendors, approving F&B, and evaluating success afterward.


As the Event Coordinator, you should be well-organized and possess a sound knowledge of vendor management. Excellent communication and attention to detail skills are vital in this role, as our success depends on meeting our client's tailored requirements.


Responsibilities:

  • Identify the client’s requirements and expectations for each event.
  • Liaise with vendors, exhibitors, and stakeholders during the event planning process to ensure everything is in order and execute seamlessly.
  • Manage all event set-up, tear down, and follow-up processes.
  • Maintain event budgets.
  • Book venues, entertainers, photographers, and schedule speakers.
  • Oversee the acquisition and management of event supplies, inventory and purchasing
  • Develop day of event materials including but not limited to Run of Show, event script, event briefings, honoree awards, table decorations
  • Outreach/Communications
  • Coordinate with marketing team including social media
  • Collaborate with marketing team to develop and disseminate post event evening email to all attendees
  • Develop post event wrap-up reporting: Recap, Reports and Receipts
  • Actively participate in event committees; Assume responsibility for preparing agendas and meeting materials for distribution at least 3 business days prior to the meeting, taking meeting minutes noting committee and internal business follow up action
  • Conduct final inspections on the day of the event to ensure everything adheres to the client’s standards.
  • Assess an event’s overall success and submit findings.

Requirements:

  • At least 5 years’ experience as an event coordinator and at least 1-2 yrs. experience handling grand events of more than 500 participants.
  • You have been responsible for executing and planning dozens of events simultaneously and successfully.
  • You have international and national event planning and management experience.
  • You have managed internal corporate events for pan-India locations.
  • You have demonstrated proven results using event analytics to show the impact on the bottom line.
  • Highly creative, fore-sightedness and exceptional planning/ organizational skills.
  • You’re an expert negotiator and like to deliver results on time and on (or under) budget.
  • Well-organized with excellent multi-tasking abilities.
  • Outstanding vendor management skills and excellent public speaking skills on stage.
  • Will require excellent writing skills to handle event preparation communication campaigns.
  • Experience in Audio Video production is a mandatory.
  • Experience conducting virtual events is a plus.
  • Bachelor’s degree in hospitality management or public Relations is preferred.
  • Strong communication and interpersonal skills