Events Executive

Executive, Events

Integrated Facilities Management Corporate Solutions (Country, Region)

What this job involves:

Providing the perfect touch to our clients events

In this role, you will be at the bottom of our clients visits off-site and external eventsfocusing on the nitty-gritty of related tasks, so everything is up and running. And when things go astray at any stage of the event planning, the responsibility falls squarely on your shoulders. Youll need to constantly be on the lookout for any holes in the plans and iron them out as soon as possible.

Specific Duties:

Event Management

• Coordinate with relevant stake holders for logistics support for any small or big events
• Manage and operate meeting rooms, function rooms, convention facilities and other facilities at Client premises for use by Client employees, Client clients and other visitors, as required by Client.
• Responsibility for all other duties and tasks as assigned by Manager.

Meeting Rooms, Conference Rooms & Board room Management:

• Arranging conference room, meeting room. Daily check all the meeting rooms & installed equipments. Projector VC, & any other IT products Service provider should get in touch with specific technical team with the concern of Admin.
• Prior to scheduled meetings/presentations, ensure that all furniture is arranged according to the client preference for a particular venue. Includes coordination with the Audio/Visual equipment.
• Facilitate the scheduling of conference rooms, training rooms on request.
• Provide client Managements with room set-up information including different choices of chair arrangement (U-Shape, theater, classroom, rounds), room capacity for these different set-ups, room amenities etc. any other requirement should be provided to the employees after location admin approval.
• Respond within 5 minutes to customer conference rooms and 15 minutes to internal conference rooms to technical requests due to additional furniture needs during meetings (i.e., more chairs, additional work surface etc.). This must be concerned with location admin.
• Daily inspect the conference rooms, training rooms and other venues and ensure the desired furniture arrangements have been accommodated, general supplies are provided and requested equipment is in-place and functional.
• After the conclusion of meetings, ensure that all furniture is re-arranged into the standard configuration or set-up for subsequent usage on the same day. Also, make sure all equipment and supplies that are not dedicated to a particular room are returned to and secured in their appropriate location.
• Ensure rooms are cleaned between meetings as needed during the day. This includes ensuring that any catering materials have been cleared away and removed. (Note: most of the conference rooms need to be checked once a day.)
• On daily basis walk through each conference room checking the AV, whiteboard accessories and cabinet contents and make suggestions if stocking levels should be altered.

Space Management:

• Taking care of Workstation allotment to New Joiner by coordinating with Spock.
• Allocation of Seats to respective Businesses
• Preparing Pune occupancy dashboard with required details.
• Preparing monthly head count data
• Connecting with PMOs for upcoming visibility data.

Reports and Documents Management:

• Meeting room checklist, Meeting room/conference mailers, DSR, Weekly reports, MMR, Inventory register, Customer Feedback reports, Suggestion/Request reports, etc.,

Connecting with a whole host of people

The event plans you will bring to life will not be possible without the help of vendors, so youll need to build positive relationships with them.

Particularly, youll be sitting down with hotel suppliers and negotiate with them for the most competitive deals. Before you make any decisions, youll need to make sure that you get everything you want and need.

Lastly, youll need your customers to be your eyes and ears. Youll also ask them for their insights and feedback on how events can be improved.

Sound like you. To apply you need to have:

The eye for detail

Well-executed events require event pros that pay attention to detail. Youll stay on top of the tiniest of details to create a flawless event experience.

Strong charisma

Do you have the written and verbal communication skills to interact with a wide variety of people Can you convey your message with confidence and clarity You should have these skills to ensure that youre on the same page as your clients, appropriately responding to their wants and needs.