Conference & Travel Planning Executive

You will be working as a Conference & Travel Planning Executive at GEC Media Group, a global B2B media house known for organizing premium tech summits and conferences worldwide. Your role will involve supporting event logistics, travel coordination, and vendor compliance for our expanding global operations. Key Responsibilities: - **Travel & Accommodation Planning:** - Book flights, hotels, and transportation for delegates, speakers, and internal teams across multiple countries - Maintain up-to-date travel trackers to ensure smooth travel itineraries - Coordinate with embassies and agencies for visa documentation when required - **Venue Booking & Coordination:** - Source and negotiate with international 5-star hotel venues and convention centers - Handle event date availability, meeting room layouts, and F&B planning - Coordinate event space logistics and liaise with hotel event teams - **Vendor Compliance & Legal Support:** - Manage basic documentation like NDAs, service agreements, MoUs with hotels, travel partners, and agencies - Ensure contract accuracy and risk mitigation by working with internal legal/compliance teams - Maintain a central repository of contracts and legal records - **Operational Coordination:** - Collaborate with design, production, and marketing teams to align logistical requirements - Track budgets, issue purchase orders, and follow up with vendors for timely execution - Support the team in managing onsite logistics virtually and ensure timely vendor delivery Candidate Requirements: - 3+ years of experience in event planning, hospitality, or corporate travel coordination - Experience in handling global bookings and working with international vendors is preferred - Strong organizational skills with attention to detail and timelines - Familiarity with contract management or basic legal documents is a bonus - Excellent communication skills in English, both verbal and written - Ability to work remotely and coordinate across different time zones You will be required to have an Associate's or Bachelor's Degree in Business, Marketing, or a Related Field. Previous experience in Sales or Media is advantageous. Other essential skills include an outgoing personality, interpersonal skills, persuasiveness, likeability, confidence, customer service orientation, relationship management, listening skills, resilience, creativity, adaptability, organization, attention to detail, multitasking ability, and reliability.,