Executive Meeting Coordinator

The successful candidate will work closely with our Mumbai and Gurgaon teams to develop innovative MICE proposals that meet the highest operating standards.

Candidates must possess strong negotiation skills, be able to multitask various projects simultaneously, and demonstrate a passion for delivering exceptional results.

• Maintain and grow key client relationships through proactive sales activities, including face-to-face meetings, telephone calls, site visits, and entertainment events.
• Receive and respond to RFPs/Queries in a timely manner, utilizing our proprietary proposal templates to deliver compelling presentations to clients.
• Meet annual sales, profit, and conversion targets, while also driving business growth and lead generation.
• Share knowledge of potential clients with our team, fostering strategic partnerships and business development opportunities.

• Conduct comprehensive research to identify new and existing products suitable for the MICE market, leveraging industry expertise and best practices.
• Collaborate with our team to develop exciting new product offerings, incorporating creative ideas and tailored solutions for our clients.
• Establish and maintain relationships with preferred suppliers, hotels, venues, DMCs, and airline consolidators, ensuring seamless event execution.
• Lead the creation of engaging tour experiences, working closely with guides to craft compelling narratives and itineraries.
• Monitor competitor activity and benchmark our offerings to stay ahead of the competition.
• Maintain up-to-date knowledge of properties' unique selling points, features, amenities, services, and policies.

• Ensure daily updates are provided to our MICE head and branch head on ongoing projects and tasks.
• Develop and implement new products and proposals, adhering to established guidelines and quality standards.
• Collaborate with our customer service team to ensure seamless integration of new and adapted MICE products across the organization.
• Coordinate data uploading with our purchasing and branch managers to maintain accurate records.
• Manage and update our proprietary templates, ensuring consistency with our brand guidelines.
• Continuously improve our systems and templates to enhance team training and client engagement.
• Maintain and update our database of hotels, DMCs, vehicle service providers, airlines consolidators, tourism boards, and catering details, aligning with our company standards.

• Work closely with local and destination operational teams to ensure smooth event planning and execution, meeting client expectations.
• Create comprehensive guidelines, manuals, and scripts for all operational staff, supporting the delivery of exceptional events.
• Monitor supplier performance in assigned destinations, reporting back to our Regional MICE Manager on areas requiring improvement.
• Raise issues promptly, providing excellent customer service even under pressure, and delivering promised outcomes.
• Support large events by working with our admin team on logistics requirements, such as ticket bookings, visa issuance processes, and hotel arrangements.
• Communicate final event details to our Sales Manager – MICE, enabling contract preparation and obtaining client approval in a timely manner.
• Pursue post-event feedback from clients, capturing their satisfaction through verbal and written responses, guest questionnaires, and thank-you letters.
• Review previous walkarounds to prevent repeat issues, promoting continuous improvement and a safe working environment.

Skills: 1. Building strong client relationships and connections. 2. Excellent negotiation skills with both clients and partners. 3. Creative presentation and proposal development to excite clients.

Qualification & Experience:

Graduation/Master: 1. A minimum of 10-12 years' experience in the MICE industry is required. 2. Personal and professional travel experience is highly valued. 3. In-depth knowledge of hotel brands and destinations within our portfolio is essential.