Event Executive

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