Event Executive

Planning

Attend regularly scheduled event office meets.

Assist the Event Manager in formulating a strategy to identify new areas of revenue.

Assist the Event Manager in planning multiple events efficiently and concurrently.

Prepare presentations about small-scale events.

Ensure a safe & healthy working environment and compliance with all policies and procedures.

Create an event database consisting of all essential event planning data.

Contact contractors, suppliers, vendors, artists and obtain quotes.

Coordinate with venue staff and vendors during event execution to ensure that the event runs smoothly.

Maintain a list of backup vendors for print media, technical and other event requirements in case of an emergency.

Conduct recees at specified venues for efficient event planning.

Conduct receees for accommodation, restaurants, etc. with fit in the budget for the specific event.

Expect to maintain the required equipment provided by the organisation.

Support the Assistant Event Manager in all aspects of the planning and execution of events.

Ensure event setup adheres to deadlines set by the client.

Communications

Contribute to the team with ideas & suggestions that helps in accomplishing/achieving the desired goal.

Maintain a positive working relationship with vendors and venue staff.

Negotiate and agree on prices with performers and suppliers.

Coordinate with the Design department to ensure all event designs are as per the client’s vision.

Ability to effectively communicate minor changes and alterations made by the Event Manager.

Revenue Management

Maximize revenue generation by approaching possible event leads.

Responsible for small-scale event budgets, calculate foreseeable costs accurately, and manage funds efficiently.

Consider profit margins during the event planning process.

Assist the Event Manager in delivering an event within the budget.

Inform the Event Manager of any cancellation or addition of deliverable elements. 

Execution

Ensure appropriate health & safety guidelines are followed on site.

Ensure excellent customer service and quality delivery.

Ensure that a proper checklist for an event booking requirement is maintained.

Is on-site to assist in the event setup and troubleshoot any issues that may arise.

Flexible and capable of multi-tasking during an event.

Coordinates on-site arrangements for all events specified by the Event Manager.

Track and maintain equipment purchased for certain events.

Capable of sourcing last-minute additions for an event.

Verify the working hours of human resources as well as technical requirements during events.

Post Event

Ensure the dismantling & removal of event setup.

Assist the Event Manager in analyzing the event performance & in identifying flaws.

Maintain pre-event & post-event expenses by filling respective forms maintained by HR as per specified timelines.

General responsibility

Maintain a consistent attendance record and report to work/ site/meetings on time.

To be in full uniform and carry individual tool kits provided by the company at all times on site.