Event Executive/ Coordinator

Job description - Event Executive / Coordinator

MIT ADT University, Pune

• Position: Event Executive / Coordinator
• Department: Event Management
• Experience: 2-4 years
• Reporting to: Event Manager
• Location: MIT ADT University, Rajbaugh, Loni Kalbhor, Pune, Maharashtra

Position Summary

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.

Key Responsibilities

1. 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).

2. 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.

3. 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.

4. 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).

5. 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.

Required Skills and 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.

• 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.