Event Executive

3 weeks ago

Pune, India Whatjobs IN C2 Full time

About the Company MIT ADT University is seeking detail-oriented, energetic, and highly organized Event Executives/Coordinators to assist the Event Manager in the day-to-day execution of all university events. This role is crucial for ensuring the smooth delivery of all logistical elements, managing vendor relationships, and providing essential on-site support to guarantee successful and seamless events in alignment with the University’s standards. About the Role MIT ADT University is seeking detail-oriented, energetic, and highly organized Event Executives/Coordinators to assist the Event Manager in the day-to-day execution of all university events. This role is crucial for ensuring the smooth delivery of all logistical elements, managing vendor relationships, and providing essential on-site support to guarantee successful and seamless events in alignment with the University’s standards. Responsibilities Operational Planning and Logistics Execution Assist the Event Manager/Lead in creating and maintaining detailed event checklists, timelines, and floor plans. Manage the procurement and tracking of all logistical requirements, including furniture setup, seating arrangements, signage placement, utilities (power, water), and waste management. Coordinate internal bookings of university spaces (halls, classrooms, grounds) and manage the logistical needs of various campus departments involved in the event. Organize and track inventory of all event-related assets (e.G., banners, registration kits, merchandise, AV equipment). Vendor Management and Follow-Up Serve as the primary point of contact for routine follow-up with approved vendors (catering, printing, transportation, sound/lights, decor). Assist the Event Manager/Lead in collecting quotations, comparing bids, and preparing documentation for vendor contracts. Ensure vendors adhere strictly to the agreed-upon contract terms, delivery schedules, and quality standards. Coordinate vendor access to the venue, supervise setup and dismantling, and confirm final delivery/service completion. Assist in collecting and verifying vendor invoices for

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