Event Coordinator

Role Summary

Delhi NCR or Bengaluru

CTC: 10 - 12 LPA

Reports to:

Duration of Work:

Location:

Start Date:

Key Responsibilities

Event Strategy & Planning

• Translate event objectives into detailed run-of-show, timelines, budgets, and checklists.
• Coordinate with the growth team and other relevant departments at GBL at GBL to align goals, audiences, formats, and success metrics.
• Set and run scheduled internal planning check-ins and meetings with responsible teams.
• Conduct venue scouting and feasibility (capacity, AV, catering etc).
• Maintain a live risk/issue log with mitigation plans and escalation pathways.

Vendor & Procurement Coordination

• Prepare scopes of work and coordinate comparative quotes in line with GBL procurement processes.
• Liaise with the internal procurement team on vendor onboarding, Scope of Work, Service-Level Agreements, and payment milestones.
• Manage relationships with venue, AV, décor, F&B, printing, photography, and transport vendors to deliver on time and within budget.

Stakeholder & Attendee Management

• Work with internal teams to build targeted guest lists (funders, partners, policymakers, media, etc.).
• Support outreach, RSVPs, reminders, and confirmations using mail/event tools; manage seating plans and VIP handling.
• Coordinate speaker onboarding (bios, briefs, session flows) and ensure on-the-day support. Onboarding can include, but is not limited to setting up in-person or online meetings with speakers and relevant GBL team members.

Collateral & Content Production

• Develop and refine event collateral (agendas, signage, name badges, backdrops and pamphlets/booklets) and decks, with support from the internal Visual Design team.
• Maintain content accuracy and brand consistency; version-control all deliverables - with support from the aforementioned visual design team.
• Support in the development of emcee scripts, speaker notes, and briefing packs.

On-Site Operations

• Lead on-site set-up; manage registration, wayfinding, hospitality, and last-mile logistics. The event coordinator is expected to lead the on-site team of personnel who will manage the logistics of the event.
• Supervise contracted personnel; assign roles and oversee performance over the course of their performance period.
• Ensure AV checks, speaker readiness, run-of-show orchestration, and contingency handling.

Post-Event Marketing, Reporting & Learning

• Collaborate with the internal Marketing team to deliver timely post-event coverage (social-media posts, press notes, photo/video edits and dissemination e-mails).
• Capture attendance, engagement data, and feedback; produce concise post-event reports with lessons learned.
• Maintain an events repository (vendors, templates, budgets, debriefs) to standardize future delivery.

Project Management & Administration

• Track budgets, invoices, and reconciliations with the support of the internal Funding Management team; ensure documentation and compliance as well with their support.
• Maintain calendars, trackers, and dashboards for pipeline visibility across events.
• Drive continuous improvements to SOPs, templates, and policies.

Skills and Experience

Essential

• 2–3 years

  of experience in the

  development/social impact sector

  in

  Delhi or Bengaluru

  .
• Demonstrated success running end-to-end events (planning through post-event), including vendor coordination and on-site management.
• Experience supervising

  contract staff/volunteers

  and coordinating multiple stakeholders.
• Strong written and verbal communication; ability to craft/ refine decks, general presentations and event collateral (with design support).
• Solid project management and budget tracking skills; comfortable with tight timelines.
• Proficiency with Google Workspace and tools like Eventbrite, MailChimp, MS Office and Canva.
• Fluency in

  English

  ; working proficiency in

  Hindi or Kannada

  .

Desirable

• Familiarity with procurement processes and vendor management.
• Experience in organizing and managing events within the development sector.
• Exposure to policy/academic/funder convenings or multi-city roadshows.
• Knowledge of accessibility best practices and media liaison basics.

Who we are looking for

• A calm, solutions-oriented operator who can meet deadlines, coordinate across teams and vendors.
• High attention to detail with strong ownership and follow-through.
• Comfortable balancing the “big day” view with ground-level logistics. Someone who can multitask across several important functions.
• Confident communicator with the humility to learn and iterate.
• Collaborative and empathetic team player who can coordinate across functions (Procurement, Design, Marketing, Program teams).

Perks of working with us

There are plenty of benefits at GBL, here are some examples:

• Flexible leave policy:

  Time away from work can be extremely helpful for maintaining a healthy work/life balance. GBL encourages managers and leadership to set the example by taking time off when needed and ensuring their team members do the same. We don't have a strict limit on paid leaves, only suggested ( extremely liberal) averages.

• Flexible working hours:

  We recognize that a better work-life balance can improve employee motivation, performance, productivity, and reduce stress. The basis of our norms pertaining to this is a system of trust in each other and our common goals.

• GBL Care Systems:

  As an organization, we are committed to ensuring the wellbeing of our team members and creating a thriving work environment- because that gives us, together, the best chance at achieving our shared mission and sparking joy at work. We do this by partnering with organizations such The Mindclan, Therapize among others for workshops and other wellbeing-related initiatives.

• Growth-oriented review policy:

  To foster collaboration, we have adopted regular reviews and check-ins among team members. We see a manager's role beyond what is expected from them by conventional management thinkers. Apart from delivering high-quality work, managers are responsible for the holistic development of their team members. This can be achieved through practices inspired by coaching philosophy.

Additional benefits

• Wellbeing budget:

  This includes an individual budget for each team member that they can claim reimbursement for things such as therapy, any physical-health related activity and home office setup. Additionally, there's a separate budget for Managers for care packages or any other team activities. There's also a budget for our People Operations team to organize team-wide activities or provide mental health services in collaboration with organizations like Therapize and Mindclan.
• Informal virtual and in-person hangs and activities!

Recent projects and blog posts:

To acclimatize yourself with some of our work, you can read our blog posts on Medium, and also go through our LinkedIn, Facebook, Twitter, and Instagram.

How to apply?

Kindly share your CV and Cover Letter by emailing us at recruitment@goodbusinesslab.org with the subject line “Application for [Role Name]”.

The process:

We are glad you’re interested in applying for this role!

After each step, we decide whether to invite you to the next one. Our interview process for this role has the following steps:

1. CV and Cover Letter screening
2. Introductory First-Round Interview
3. Take-home assignment
4. Fit Interview

Depending on the candidate pool, we may add any additional interviews to make a well thought through decision.

Our commitment to diversity:

GBL is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sexual orientation, gender, gender identity, age, physical disability, or length of time spent unemployed. We celebrate diversity and are committed to creating an inclusive environment for all employees. We offer traditional monetary workplace benefits such as insurance and travel allowance. We are a young and growing company making us the ideal ground for team members to experiment, take on dynamic roles, and grow with us. We focus on happiness, output, and quality of work.

If you have a disability or special need that requires accommodation, please let us know during the recruiting process.