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Event Specialist
Jobs
#646636
Full Time
Job Description
Hiring for an Event Specialist for Delhi Location
Position Overview:
The Event Specialist will be responsible for end-to-end planning, coordination and execution of all firm events, including summits, conferences and client engagement activities. This role acts as the central liaison between internal stakeholders, vendors, hotels and external agencies to ensure that every event delivers a seamless and engaging experience aligned with the firm’s brand and strategic objectives.
KEY RESPONSIBILITIES
Event Planning & Strategy
• Collaborate with internal stakeholders to define event objectives, target audiences and success metrics.
• Develop comprehensive event plans, including timelines, deliverables, budgets and communication schedules.
• Research and recommend venues, vendors and technologies that fit event requirements and brand standards.
• Aligning event strategy with marketing and business development goals to maximize ROI and brand visibility.
Vendor & Venue Management
• Source, negotiate and manage contracts with venues, production companies, caterers, decorators, collateral vendors and other service providers.
• Conduct venue inspections and coordinate layout, logistics and on-site requirements.
• Oversee vendor deliverables to ensure quality, compliance and timely execution.
• Manage relationships with external partners to ensure mutual understanding of expectations and standards.
Budgeting & Financial Oversight
• Prepare detailed event budgets, P&L statements and financial trackers in coordination with the Finance team.
• Track expenditures, reconcile vendor invoices and ensure adherence to financial guidelines.
• Negotiate with vendors and properties to optimize costs, including through bulk booking and bundled deals.
• Identify opportunities for cost optimization without compromising on experience or quality.
• Prepare post-event reports analyzing ROI, attendance, engagement metrics and lessons learned.
Event Execution
• Coordinate all operational aspects of the event, including registration, branding, guest management and logistics.
• Manage on-site setup and teardown, ensuring every detail aligns with the event plan.
• Supervise event staff, volunteers and vendor teams to ensure smooth execution.
• Serve as the primary on-site contact for clients, speakers and attendees.
• Ensure compliance with health, safety and legal requirements for all event types.
Event Marketing & Communication Support
• Partner with internal stakeholders to design event campaigns, promotional materials, and digital communication.
• Oversee event registration platforms, invitations and attendee engagement pre- and post-event.
• Manage photography, videography and post-event content for brand promotion.
• Support post-event analysis through surveys and data collection to measure success and gather feedback.
Reporting & Post-Event Analysis
• Conduct debriefs sessions with stakeholders to evaluate performance, ROI and key takeaways.
• Compile and maintain event documentation, performance data and contact lists for future reference.
• Identify and recommend process improvements for future events.
Technology & Data Integration
• Collaborate with IT/CRM/vendor teams to integrate registration, attendance and engagement data.
• Maintain updated attendee databases and clean contact information.
• Support data-driven reporting on engagement, follow-ups and client outcomes post-event.
Qualifications
• Bachelor’s degree in Event Management, Marketing, Hospitality, Communications or a related field.
• 3–6 years of experience in event coordination or production, preferably in a corporate or agency environment.
• Prior experience in organizing events in Europe
• Proven track record of managing events from concept to completion.
• Strong project management, multitasking and time management skills.
• Excellent verbal and written communication skills.
• Proficiency with MS Office, Google Workspace and event management platforms (e.g., Cvent, Eventbrite, Hubilo, Wizcraft).
• Flexibility to travel and work evenings/weekends during major events.
Key Competencies
• Exceptional organizational and planning abilities.
• Strong negotiation and stakeholder management skills.
• Creative mindset with an eye for detail and aesthetics.
• Calm under pressure with a solution-oriented approach.
• Collaborative team player with leadership potential.
Position Overview:
The Event Specialist will be responsible for end-to-end planning, coordination and execution of all firm events, including summits, conferences and client engagement activities. This role acts as the central liaison between internal stakeholders, vendors, hotels and external agencies to ensure that every event delivers a seamless and engaging experience aligned with the firm’s brand and strategic objectives.
KEY RESPONSIBILITIES
Event Planning & Strategy
• Collaborate with internal stakeholders to define event objectives, target audiences and success metrics.
• Develop comprehensive event plans, including timelines, deliverables, budgets and communication schedules.
• Research and recommend venues, vendors and technologies that fit event requirements and brand standards.
• Aligning event strategy with marketing and business development goals to maximize ROI and brand visibility.
Vendor & Venue Management
• Source, negotiate and manage contracts with venues, production companies, caterers, decorators, collateral vendors and other service providers.
• Conduct venue inspections and coordinate layout, logistics and on-site requirements.
• Oversee vendor deliverables to ensure quality, compliance and timely execution.
• Manage relationships with external partners to ensure mutual understanding of expectations and standards.
Budgeting & Financial Oversight
• Prepare detailed event budgets, P&L statements and financial trackers in coordination with the Finance team.
• Track expenditures, reconcile vendor invoices and ensure adherence to financial guidelines.
• Negotiate with vendors and properties to optimize costs, including through bulk booking and bundled deals.
• Identify opportunities for cost optimization without compromising on experience or quality.
• Prepare post-event reports analyzing ROI, attendance, engagement metrics and lessons learned.
Event Execution
• Coordinate all operational aspects of the event, including registration, branding, guest management and logistics.
• Manage on-site setup and teardown, ensuring every detail aligns with the event plan.
• Supervise event staff, volunteers and vendor teams to ensure smooth execution.
• Serve as the primary on-site contact for clients, speakers and attendees.
• Ensure compliance with health, safety and legal requirements for all event types.
Event Marketing & Communication Support
• Partner with internal stakeholders to design event campaigns, promotional materials, and digital communication.
• Oversee event registration platforms, invitations and attendee engagement pre- and post-event.
• Manage photography, videography and post-event content for brand promotion.
• Support post-event analysis through surveys and data collection to measure success and gather feedback.
Reporting & Post-Event Analysis
• Conduct debriefs sessions with stakeholders to evaluate performance, ROI and key takeaways.
• Compile and maintain event documentation, performance data and contact lists for future reference.
• Identify and recommend process improvements for future events.
Technology & Data Integration
• Collaborate with IT/CRM/vendor teams to integrate registration, attendance and engagement data.
• Maintain updated attendee databases and clean contact information.
• Support data-driven reporting on engagement, follow-ups and client outcomes post-event.
Qualifications
• Bachelor’s degree in Event Management, Marketing, Hospitality, Communications or a related field.
• 3–6 years of experience in event coordination or production, preferably in a corporate or agency environment.
• Prior experience in organizing events in Europe
• Proven track record of managing events from concept to completion.
• Strong project management, multitasking and time management skills.
• Excellent verbal and written communication skills.
• Proficiency with MS Office, Google Workspace and event management platforms (e.g., Cvent, Eventbrite, Hubilo, Wizcraft).
• Flexibility to travel and work evenings/weekends during major events.
Key Competencies
• Exceptional organizational and planning abilities.
• Strong negotiation and stakeholder management skills.
• Creative mindset with an eye for detail and aesthetics.
• Calm under pressure with a solution-oriented approach.
• Collaborative team player with leadership potential.
