Global Conferences and Vendor Management Executive

IMS Group is seeking a proactive and detail-oriented professional with 2 years of experience to manage global conferences, vendor partnerships, memberships, and environmental branding initiatives across multiple geographies. The role demands strong coordination, negotiation, and execution skills to ensure high-quality delivery, stakeholder satisfaction, and cost efficiency.

Key Responsibilities

Conference Planning & Execution

• Plan and execute end-to-end conferences, including registrations, liaison with SPOCs, logistics, marketing materials, stakeholder coordination, approvals, and timely delivery.
• Negotiate conference packages and secure cost-effective deals.
• Ensure timely payments for sponsorships, registrations, materials, giveaways, shipping, and collaterals with error-free execution.
• Collect attendee lists, branding/marketing scope, and conference feedback from stakeholders.
• Provide biweekly updates and quarterly reports on conferences, collaterals, inventory, and materials management.

Memberships Management

• Manage membership renewals, tenures, payments, and benefits to maximize brand visibility.
• Ensure memberships are renewed prior to expiry and agreements/payments are accurately tracked.
• Support branding initiatives by leveraging membership benefits.
• Prepare quarterly reports on membership status and utilization.

Vendor & Merchandising Management

• Manage vendors for conferences, digital tools, merchandising, and branding needs, ensuring on-time delivery aligned with brand guidelines.
• Maintain an updated database of approved vendors and invoices.
• Achieve cost savings through vendor negotiations while ensuring quality standards.
• Research and evaluate new vendor options as per stakeholder requirements.
• Ensure timely payments for vendor and digital tool obligations.
• Deliver monthly and quarterly vendor management reports.

Environmental Branding (Internal Offices)

• Ensure impactful and consistent internal branding across offices in Ahmedabad, Jaipur, and the Philippines.
• Refresh certificates, brochures, and compliance signage on time.
• Coordinate with admin teams for legal, compliance, client visits, and stakeholder branding requirements.
• Maintain invoicing records and ensure timely closure of stakeholder, admin, and branding requests.

Accounts & Payment Coordination

• Collaborate with accounts teams and vendors for timely and accurate payment processing.
• Ensure error-free financial documentation and update accounts teams on invoices and changes in payment cycles.
• Eliminate payment-related escalations through proactive coordination.

Stakeholder & Internal SPOC Coordination

• Act as the single point of contact for stakeholders and branding teams for conference and non-conference activities.
• Document communications, share MoMs, and ensure conflict resolution without impacting execution.

Audit & Compliance

• Ensure compliance with internal and external audit requirements for conferences, vendor engagements, and branding activities.
• Maintain accurate records of POs, agreements, invoices, material records, and vendor documents.
• Submit timely audit documentation and quarterly compliance reports.

Desired Skills & Qualifications

• Bachelor’s degree in business administration, Marketing, Event Management, or related field.
• 1.5 to 2 years of experience in conference management, vendor management, or corporate branding.
• Strong negotiation and vendor engagement skills.
• Excellent coordination and stakeholder management abilities.
• Proficiency in MS Office Suite (Excel, PowerPoint, Word).
• Attention to detail, organizational, and multitasking skills.
• Ability to work effectively across global teams and multiple geographies.