Job Description

Job Title: Event Management Assistant Manager
Department: Administration / Event Management
Location: Bhiwandi (Pan India Travel may be required)

Reports to: Head - Adminstration

Experience: 5-7 years in event management or related administrative roles
Employment Type: Full-time

Job Summary
The Event Management Assistant Manager is responsible for assisting in the planning, coordination, and execution of events, including corporate meetings, conferences, team-building activities, and other organizational events. The role involves managing logistics, overseeing vendors, coordinating with internal teams, and ensuring events run smoothly from concept to completion. The individual will work closely with the Event Manager and various teams to ensure high-quality, well-organized, and memorable events.

Key Responsibilities
Event Planning & Coordination: Assist in the end-to-end planning of events, including concept development, budgeting, venue selection, and scheduling. Work with stakeholders to understand event goals and objectives.
Vendor Management: Coordinate with vendors (caterers, decorators, AV suppliers, transportation services, etc.) to ensure the timely delivery of goods and services. Negotiate contracts and ensure the best value for services.
Logistics Management: Oversee logistical operations for events, including venue setup, attendee management, transportation arrangements, and on-site coordination to ensure a seamless experience.
Team Collaboration: Work closely with cross-functional teams, including marketing, communications, and operations, to ensure all aspects of the event are aligned and executed as planned.
Budget Management: Assist in managing the event budget, ensuring cost control while meeting event requirements. Track expenses and report discrepancies or overages to senior management.
On-Site Event Management: Provide on-site support during events, ensuring everything runs according to plan. Supervise event staff, troubleshoot any issues, and handle any unforeseen circumstances.
Guest & Attendee Management: Oversee the guest list, invitations, RSVPs, and ensure proper registration and attendance tracking for all events.
Post-Event Evaluation: Conduct post-event evaluations, including gathering feedback from attendees, stakeholders, and vendors. Prepare reports on event performance, including analysis of budget adherence, attendee satisfaction, and recommendations for future events.
Vendor and Venue Relationship Management: Build and maintain strong relationships with event vendors and venues to ensure seamless planning for future events.
Event Marketing & Promotion: Collaborate with the marketing team to create promotional materials for events, including social media campaigns, invitations, and event-related content.
Compliance & Safety: Ensure that events adhere to health, safety, and legal regulations, including necessary permits, insurance, and risk management protocols.

Required Skills & Qualifications
Bachelor's degree in Event Management, Hospitality, Marketing, or related fields.
5-7 years of experience in event management or a similar administrative role.
Strong organizational and multitasking skills with the ability to manage multiple events simultaneously.
Excellent communication and interpersonal skills to work with internal teams, vendors, and clients.
Strong negotiation skills to manage vendor contracts and service agreements.
Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and event management software/tools.
Strong attention to detail and problem-solving abilities, especially under pressure.
Ability to travel as required for event site visits or on-site management.