Executive / Senior Executive – Events & Exhibitions
HEC Hospitality Pvt Ltd · Mumbai, Maharashtra, India
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Job PurposeThe Executive / Senior Executive – Events & Exhibitions will be responsible for the end-to-end planning, coordination, execution, and closure of exhibitions, corporate events, conferences, MICE programs, and other business events.The role requires close coordination with clients, vendors, internal departments, Accounts & Revenue, Sales, Operations, and management to ensure that every event is delivered within the approved timeline, budget, quality standards, and scope of work.The position will also be responsible for maintaining accurate commercial, operational, and event-related documentation and ensuring timely closure of all post-event activities.2. Key ResponsibilitiesA. Event & Exhibition Planning· Plan and coordinate exhibitions, corporate events, conferences, MICE programs, and other business events.· Understand client/event requirements, scope of work, deliverables, timelines, and budgets.· Prepare detailed event requirement sheets, checklists, schedules, and execution plans.· Coordinate with relevant internal teams to ensure timely completion of event requirements.· Track event progress from the initial planning stage through final execution and closure.· Identify potential operational challenges in advance and take preventive action.· Ensure all event-related approvals are obtained before execution.B. Vendor Management & Coordination· Identify, coordinate, and negotiate with vendors for event-related requirements.· Obtain and compare quotations from multiple vendors wherever applicable.· Coordinate vendors for:· Stall fabrication and setup· Branding and printing· Décor and furniture· Audio-visual requirements· Manpower and promoters· Transportation and logistics· Catering and hospitality· Signage and event collateral· Other event-specific requirements· Ensure vendors deliver services as per approved specifications, timelines, quality standards, and commercials.· Monitor vendor performance during execution and address operational gaps promptly.· Maintain and regularly update an approved vendor database.C. Purchase & Commercial Coordination· Prepare and coordinate POs, PIs, quotations, work orders, invoices, and other commercial documents.· Ensure appropriate management approvals are obtained before making any financial commitment.· Maintain event-wise budgets, cost sheets, and actual expenditure records.· Monitor committed and actual costs against approved budgets.· Coordinate with Accounts & Revenue for vendor payments, advances, invoices, and outstanding matters.· Ensure all vendor bills and supporting documents are submitted within the prescribed timelines.· Immediately highlight any cost escalation or deviation from the approved budget to the reporting manager.D. On-Ground Event Execution· Coordinate complete event setup, execution, and dismantling at the venue.· Ensure timely completion of:· Stall setup and fabrication· Branding and signage· Registration desks· AV and technical arrangements· Hospitality arrangements· Décor and venue setup· Transportation and manpower· Other event-specific requirements· Be present at the venue, wherever required, to supervise event execution.· Coordinate with vendors and internal teams during the event.· Resolve routine on-ground operational issues promptly.· Escalate critical issues, delays, cost deviations, or client concerns to the reporting manager without delay.· Ensure the event is executed as per approved plans, specifications, and quality standards.E. Client & Internal Stakeholder Coordination· Coordinate effectively with clients, management, Sales, Operations, Accounts & Revenue, vendors, and other stakeholders.· Understand and communicate client requirements accurately to the execution team.· Maintain clear communication regarding timelines, approvals, changes, and deliverables.· Attend client/internal meetings as required.· Prepare and circulate meeting notes, action points, and follow-up trackers wherever applicable.· Ensure changes in scope or requirements are properly documented and approved.F. Event Documentation & Reporting· Maintain complete event-wise documentation and records.· Maintain:· Event requirement sheets· Vendor details· Quotations· Comparative statements· POs / Work Orders· PIs· Invoices· Expense statements· Event budgets· Approval records· Client communications· Prepare event-wise cost sheets and track actual expenditure.· Prepare post-event reports covering:· Event execution· Budget vs. actual expenditure· Vendor performance· Operational challenges· Pending payments/documents· Key learnings and improvement areas· Ensure all event documentation is properly closed and filed within the prescribed timeline.3. Key Performance Indicators (KPIs)Performance will be measured based on:· Timely planning and execution of assigned events.· Adherence to approved event budgets.· Timely completion of POs, PIs, quotations, invoices, and other documentation.· Vendor performance and service quality.· Effective on-ground event execution.· Reduction of last-minute operational issues through proactive planning.· Timely closure of post-event documentation and financial records.· Effective coordination with clients and internal stakeholders.· Cost control and prevention of unauthorized expenditure.· Accuracy and completeness of commercial documentation.· Timely escalation and resolution of operational issues.4. Required Skills· Strong event planning and execution skills.· Excellent vendor coordination and management abilities.· Strong follow-up and stakeholder coordination skills.· Good communication and negotiation skills.· Good commercial understanding and cost-control orientation.· Working knowledge of MS Excel, Word, PowerPoint, and email communication.· Good understanding of POs, PIs, quotations, work orders, invoices, and basic commercial processes.· Ability to manage multiple events, vendors, and deadlines simultaneously.· Strong attention to detail and documentation skills.· Ability to work under pressure and handle last-minute requirements.· Willingness to travel and work at event venues, including weekends, holidays, or extended hours, depending on event requirements.5. Qualification & Experience· Graduate in Hospitality, Event Management, Travel & Tourism, Business Administration, or a related field.· 2–6 years of relevant experience in:· Events & Exhibitions· Corporate Events· MICE· Hospitality· Travel & Tourism· Event Production· Exhibition Management· Prior experience in vendor management, event execution, commercial coordination, and documentation will be preferred.6. Core CompetenciesPlanning | Event Coordination | Vendor Management | Cost Control | Negotiation | Event Execution | Commercial Coordination | Documentation | Communication | Problem Solving | Follow-Up | Time Management7. AccountabilityThe employee will be accountable for the complete and timely execution of assigned events and exhibitions, from planning through post-event closure.The employee must ensure that all assigned activities are completed within the approved timelines, budget, scope, and quality standards, with appropriate management approvals and complete supporting documentation.Any anticipated delay, budget deviation, vendor issue, client concern, or operational risk must be proactively communicated and escalated to the reporting manager.The employee is also responsible for maintaining professional communication, accurate documentation, cost discipline, vendor accountability, and effective coordination across all stakeholders.8. Working ConditionsThe role involves a combination of office-based planning and on-site event execution. Depending on event schedules, the employee may be required to work beyond regular office hours, on weekends, or on holidays to ensure successful event execution.The role requires flexibility, strong ownership, proactive follow-up, and the ability to manage multiple priorities in a fast-paced environment.