Senior Executive - Events

Job Purpose:

To independently manage and execute Domestic and International Events & MICE operations by coordinating with internal stakeholders and external vendors. This role requires strong expertise in planning, negotiation, and execution, along with a working knowledge of compliance protocols and budget control. Proficiency in Excel, cost optimization, and experience in corporate events is essential.

Key Responsibilities:

1. Event Planning & Execution

• Plan and manage domestic & international MICE events, congresses, medical conferences, and internal meetings.
• Liaise with Business Unit Heads, Therapy Heads, Marketing, and other internal teams to gather requirements and manage expectations.
• End-to-end execution – from pre-event planning, on-site coordination, to post-event closure.

2. Vendor & Hotel Management

• Strong negotiation with hotels, DMCs, airlines, logistics, and service providers to obtain the best rates.
• Ensure cost-effective solutions and track savings achieved.
• Maintain relationships with suppliers, ensure delivery standards and feedback loop is in place.
• Keep updated with new venues and vendors PAN India and globally.

3. Compliance & Documentation

• Ensure full compliance with internal and external policies for HCP/doctor-related events.
• Work with Compliance and Legal teams to ensure documentation (contracts, approvals, etc.) is in place.
• Maintain proper audit trail of approvals, contracts, and vendor bills.

4. Budgeting & Reporting

• Create and manage detailed event budgets and ensure events are within the approved financial scope.
• Regular tracking of expenses, vendor payments, and reconciliation post-event.
• Prepare Excel-based budget trackers and cost summary sheets for finance and reporting purposes.

5. Logistics & Operations

• Handle travel, hotel, transport, food & beverage, AV, branding, and other arrangements.
• Coordinate with stakeholders for rooming lists, itineraries, and special requests.
• Plan and execute Gala Dinners, VIP handling, speaker coordination, and international delegate support.

6. On-Ground Execution

• Travel on-site for events to ensure seamless coordination and troubleshoot issues.
• Manage vendor teams, delegate services, and overall show-flow of the event.

7. Post-Event Closure

• Collate all invoices and prepare documentation for finance processing.
• Obtain and analyze feedback to identify gaps and improve future events.

Key Requirements:

• Minimum 3–5 years of experience in MICE, Corporate Events, or Hospitality industry
• Must be proficient in Excel (advanced knowledge preferred)
• Strong communication and negotiation skills
• Willingness to travel across India and internationally as per event requirements
• Knowledge of compliance documentation and HCP engagement norms is a plus
• Good coordination and time management skills

Preferred Qualification:

• Graduate in Hospitality / Event Management / Business Administration
• Exposure to international event markets (Europe, APAC, etc.) is desirable
• Familiarity with tools like MS Office, Google Sheets, and event tech platform