Event Associate

3 weeks ago

Mumbai Maharashtra, India BCD Meetings and Events Full time

**Job Summary**:
The Event Manager is a hybrid role in that it includes aspects of leadership, account management and operations delivery. This is no small task; it demands professional maturity, reasonable event experience, superb relationship-building skills and compelling team dynamics.

The Event Manager works on a variety of programs and serves as the day-to-day planning contact for identified clients.

The Event Manager is accountable but not limited to:

- The development, planning and overall operational execution of meetings, incentive programs and special events for customers.
- Day-to-day project planning functions, including but not confined to overseeing elements such as website development, attendee management and budget management.
- Where necessary, documentation of operating processes and ensuring adherence to customer compliance processes and regulations.
- Revenue management of projects, including project reconciliation and working with the Senior Event Manager on final program billing and reporting of P&L to Finance.

**Essential Duties and Responsibilities**:
Overall:

- As a key point of contact with clients, provide a consultative approach to program planning, ensuring the client has identified clear objectives for the outcome of the meeting, event or program.
- Work with clients to develop, source and meet the objectives and identified goals of the event.
- Assist in selling in the solution to the client/prospect as part of the pitch team.
- Troubleshoot issues and propose solutions to Senior Event Manager; where necessary, escalate issues to Client Account Manager and/or Senior Event Manager.

Pre-Event:

- Assist in the planning and management of site inspections, serve as BCDME representative for suppliers and clients as required; follow up with site inspection takeaways, insights and recommendations, including updated estimated budgets, program itineraries and timelines.
- Negotiate and purchase hotels, venues, ground transportation, technology, media and production (audiovisual), speaker bureaus, entertainment and décor elements via preferred Destination Management Companies and/or direct vendors.

Planning & Execution:

- Plan and manage meetings, conferences, conventions or special events that could include large numbers of participants, multiple hotels and venues, multiple internal client staff, multiple client audiences and corresponding agendas, and on-site staff.
- Prepare all necessary documentation required for client planning/strategy meetings, program walk-through meetings and client debrief meetings.
- Facilitate the creative direction and fulfillment of program-related participant and host communications materials.
- Onsite execution and management of event.
- Reconcile all final billings on-site prior to final billing being sent to Finance and ensure final billing timeline is met.
- Track and manage vendor attrition, cancellation and payment schedule.
- Ensure the meeting is managed in a compliant manner according to clients’ requirements, including safety and security.

Day-to-day:

- The Event Manager will collaborate with the internal team and sales to create proposal and develop/procure costs in facilitating new and repeat business proposals.
- Manage program budgets; present program budgets to SEM and/or Lead, Event Operations for review and approval prior to sending to the client.
- Train and coach team members (Assistant Event Manager, Event Coordinator or Intern) and provide ongoing support to new team members
- Escalate feedback/suggested changes to Senior Event Manager

**Qualifications**:
To qualify for this role, you would possess the true measure of an exceptional event planner:

- The inherent ability to work seamlessly under pressure whilst adapting to ever-changing scenarios.
- Correspondingly, proven problem-solving capabilities - anticipating, initiating and resolving issues.
- Meticulous to details
- Excellent customer service skills.

You would possess excellent time management, budget management and organizational skills to manage multiple projects. You can also lead small project teams and run programs independently. Clearly today, experience in managing virtual as well as hybrid meetings and events will be required. You must also be able and willing to travel when required.

Additionally:

- A graduate degree in a field relevant to the role could help greatly.
- A minimum of 5 years’ experience in planning meetings, incentives, conventions, conferences and special events.
- A minimum of 5 years’ experience in managing external partners, suppliers and vendors, sourcing and negotiating contract services.
- Experience in account management.
- Experience in leading/working in a team.
- Excellent verbal and written communication skills.
- Proficiency in software/apps including but not limited to Cvent, On24, Zoom, Microsoft Teams and Cisco Webex.

**Job Types**: Full-time, Permanent

Pay: Up to ₹45,000.00 per month

**Benefits**:

- Health

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