Job description
About the Company
MIT ADT University is seeking detail-oriented, energetic, and highly organized Event Executives / Coordinators to assist the Event Manager in the day-to-day execution of all university events. This role is crucial for ensuring the smooth delivery of all logistical elements, managing vendor relationships, and providing essential on-site support to guarantee successful and seamless events in alignment with the University's standards.
About the Role
MIT ADT University is seeking detail-oriented, energetic, and highly organized Event Executives / Coordinators to assist the Event Manager in the day-to-day execution of all university events. This role is crucial for ensuring the smooth delivery of all logistical elements, managing vendor relationships, and providing essential on-site support to guarantee successful and seamless events in alignment with the University's standards.
About the Role
MIT ADT University is seeking detail-oriented, energetic, and highly organized Event Executives / Coordinators to assist the Event Manager in the day-to-day execution of all university events. This role is crucial for ensuring the smooth delivery of all logistical elements, managing vendor relationships, and providing essential on-site support to guarantee successful and seamless events in alignment with the University's standards.
Responsibilities
Operational Planning and Logistics Execution
• Assist the Event Manager / Lead in creating and maintaining detailed event checklists, timelines, and floor plans.
• Manage the procurement and tracking of all logistical requirements, including furniture setup, seating arrangements, signage placement, utilities (power, water), and waste management.
• Coordinate internal bookings of university spaces (halls, classrooms, grounds) and manage the logistical needs of various campus departments involved in the event.
• Organize and track inventory of all event-related assets (e.g., banners, registration kits, merchandise, AV equipment).
Vendor Management and Follow-Up
• Serve as the primary point of contact for routine follow-up with approved vendors (catering, printing, transportation, sound / lights, decor).
• Assist the Event Manager / Lead in collecting quotations, comparing bids, and preparing documentation for vendor contracts.
• Ensure vendors adhere strictly to the agreed-upon contract terms, delivery schedules, and quality standards.
• Coordinate vendor access to the venue, supervise setup and dismantling, and confirm final delivery / service completion.
• Assist in collecting and verifying vendor invoices for payment processing.
Qualifications
• Education : Bachelor's degree in any discipline; a degree / diploma in Event Management or Hospitality is preferable.
• Experience : 2-4 years of experience in event coordination, or a related administrative role, preferably in a dynamic educational or corporate setting.
Required Skills
• Strong focus on operational execution, follow-through, and attention to detail.
• Excellent time management, multi-tasking, and organizational abilities.
• Proficiency in Microsoft Office (Word, Excel) for managing lists, budgets, and documentation.
• Effective communication and interpersonal skills, essential for vendor and internal stakeholder coordination.
• Proven ability to work effectively under pressure and troubleshoot minor issues independently.
• High degree of professionalism, reliability, and enthusiasm.
• Willingness to work flexible hours, including weekends and public holidays, especially leading up to and during major events.
If you are interested for the position please send your profile to
[email protected] 