▷ (Apply Now) Event Executive / Coordinator

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 payment processing. Event Coordination and On-Site Support - Provide high-level administrative support to the Event Manager/Lead, including scheduling meetings, preparing presentations, and compiling reports. - Manage the event registration process, including setting up online/offline registration systems, coordinating badge printing, and managing the on-site registration desk. - Oversee the coordination and management of student volunteers, including scheduling, training, and supervision on event days. - Act as a runner or ground supervisor during events, swiftly addressing minor issues, directing guests, and coordinating between different operational zones. - Assist with guest hospitality, including managing accommodation, travel arrangements, and local transportation for VIPs and speakers. Post-Event Duties - Assist with the efficient breakdown and cleanup of event venues, ensuring the campus space is returned to its original condition promptly. - Gather feedback forms, compile attendance data, and assist in preparing the initial draft of the post-event logistical report. - Organize and reconcile all event materials, inventory, and documentation (e.g., photographs, videos, press clippings). Branding and Communication Support - Assist the Communications Department with the distribution of promotional materials on campus and through other designated channels. - Ensure all temporary branding elements (banners, signage, backdrops) are correctly displayed as per brand guidelines. Qualifications - Education: Bachelor’s degree in any discipline; a degree/diploma in Event Management or Hospitality is preferable. - Experience: 2-4 years of experience in event coordination, or a related administrative role, preferably in a dynamic educational or corporate setting. Required Skills - Strong focus on operational execution, follow-through, and attention to detail. - Excellent time management, multi-tasking, and organizational abilities. - Proficiency in Microsoft Office (Word, Excel) for managing lists, budgets, and documentation. - Effective communication and interpersonal skills, essential for vendor and internal stakeholder coordination. - Proven ability to work effectively under pressure and troubleshoot minor issues independently. - High degree of professionalism, reliability, and enthusiasm. - Willingness to work flexible hours, including weekends and public holidays, especially leading up to and during major events. If you are interested for the position please send your profile to hr.resume@mituniversity.edu.in