Special Event Manager

Multi-City Event & Logistics Specialist (Product Launch India)

1. Position Summary

Role:

Reports To:

Location:

Employment Type:

Multi-City Event & Logistics Specialist

2. Key Responsibilities

Vendor/Hotel Coordination

A. Event & Vendor Management (Primary Focus)

• Hotel Group Communication:

  Lead all communication, negotiation, and coordination with major hotel chains (Hyatt, Hilton, Marriott, etc.) and regional venues for group bookings and event space. Initiate the process by sending the official Request for Proposal (RFP) for the multi-city schedule.

• Logistics Execution:

  Oversee and manage the operational execution for all events in Chandigarh, Mumbai, Ahmedabad, Pune, Delhi/NCR, and other designated cities. This includes scheduling, venue setup, A/V requirements, and on-site event coordination.

• F&B and Venue Liaison:

  Coordinate with hotel banquet teams to finalize food and beverage arrangements (breakfasts, high teas, dinners) and ensure adherence to agreed-upon budgets and quality standards (Service B, Actual Cost Management).

• Print Collateral Management:

  Coordinate the production, transport, and placement of all physical marketing materials (roll-up banners, brochures, standees) at each event venue.

B. Cross-Functional Coordination & Communication

• Marketing Team Interface:

  Act as the liaison between the Event Coordinators and the Digital Marketing Team to ensure RSVP/registration data from the integrated platform flows correctly into event logistics and to align physical collateral with digital campaigns.

• Technical & Finance Liaison:

  Coordinate with the technical team regarding A/V, Wi-Fi needs, and check-in technology. Work closely with the finance team to process invoices, track "Actual Costs" for events (Service B), and manage vendor payments.

• Affiliate & Consumer Engagement:

  Communicate event specifics, logistics, and any essential information directly to the event attendees, speakers, and internal leadership, ensuring a professional and consistent brand experience.

• Reporting:

  Provide clear, concise, and timely operational reports to the India Market Lead on the status of venue confirmations, logistical readiness, and budget tracking for each city's program.

3. Required Qualifications & Attributes

• Experience (Mandatory):

  Minimum of

  3-5 years of proven experience

  in event management, MICE coordination, or high-volume corporate logistics, specifically handling multi-city events, preferably within the direct sales, FMCG, or premium hospitality sectors.

• Communication Mastery:

  Exceptional command of English

  (both verbal and written) is required for formal business and vendor communication.

• Multilingual Capability:

  Fluency in

  Hindi

  is mandatory. Proficiency in other regional Indian languages (e.g., Gujarati, Marathi, Tamil, Telugu) is highly preferred and a significant advantage.

• Leadership & Interpersonal Skills:

  Demonstrated

  leadership skills

  to guide on-site teams and vendors, coupled with strong

  interpersonal skills

  necessary to be a high-functioning member of a collaborative, high-stakes executive team.

• Attitude:

  Must possess a

  "Can-Do" attitude

  and be highly

  hardworking

  , resourceful, and adept at finding solutions under tight deadlines.

Technical Acumen: