Sr. Executive - Event Planning

Job Description

About Us

GKS Projects and Events is a leading event infrastructure and management company known for executing large-scale government and religious events across India. With projects like Kumbh Mela 2025, Investor Summit, PM Visits etc., We specialize in turnkey solutions including event solutions temporary accommodation, fabrication, public infrastructure for government bodies, corporates, associations, and religious organizations.

Job Specifications:

· Designation: Sr. Executive - Event Planning

· Department: Event Planning

· Location: Noida, Uttar Pradesh

· Salary Range: ₹45,000 – ₹50,000 per month

· Experience Required: 4–5 years

· Qualification: Graduate / Post Graduate

· Preferred Background:. Prior experience in Events.

Job Summary:

The Sr. Executive – Event Planning will be responsible for managing end-to-end planning, coordination, and execution of corporate and social events. The role involves working closely with internal teams, vendors, and clients to ensure seamless delivery of events within timelines and budgets. The ideal candidate will bring strong organizational skills, creativity, and attention to detail to deliver impactful experiences that align with the company’s objectives and brand standards.

Roles And Responsibilities:

Proposals & tenders

• Develop persuasive, comprehensive event proposals tailored to client goals.
• Understand client requirements including objectives, theme, target audience, and budget.
• Create detailed proposals including concepts, vendor suggestions, event flow, and estimated budgets.
• Work with the Design team to create presentation materials such as mood boards, layout designs, and visual timelines.
• Revise proposals based on client feedback and present updated plans for approval.
• Highlight unique elements and added value for competitive advantage.
• Search for tenders
• Attend pre-bid meetings to understand Technical requirements of the tender
• Review scope of work, feasibility in terms of execution, financials in terms of profitability
• Prepare Project BOQ
• Prepare Sourcing & Logistics plan
• Provide inputs on whether we should bid for the tenders
• Prepare documentation to be uploaded
• Attend post bid meetings for presentations & negotiation
• Complete all documentation post receiving tenders

Planning

• Strategically organize the entire event lifecycle to ensure seamless execution.
• Develop project plans, production timelines, and detailed event schedules.
• Define team roles and responsibilities, ensuring accountability for all tasks.
• Plan attendee journey, engagement strategies, and experience touchpoints.
• Prepare contingency plans and risk assessments.
• Conduct thorough site inspections ahead of the event to assess the suitability of the venue, identify potential risks, and determine the best logistical approach for the event setup.
• Coordinate with venue to confirm available facilities, equipment, and special requests.
• Co-ordinate with design team to design event floor plans, ensuring proper space allocation for booths, seating, stages, AV equipment, catering, etc.
• Maintain consistent communication and provide regular status updates to stakeholders.
• Conduct kick-off meetings with internal teams, clients, and stakeholders to align on objectives, deliverables, and timelines.

Sourcing

• Coordinate with the warehouse to track availability, condition, and movement of in-house properties (e.g., branding items, signage, props).
• Research and evaluate vendors for venues, decor, staging, AV, catering, and giveaways.
• Identify, secure, and coordinate all materials, equipment, and services required for the event.
• Compare pricing, service terms, and lead times to select the best-value suppliers.
• Ensure timely dispatch and return of warehoused items.
• Arrange samples, demos, or site visits to evaluate supplier offerings.
• Manage procurement documentation, insurance, and permits where applicable.

Vendor Management

• Source, vet, and select qualified vendors according to event needs.
• Release contracts to selected vendors, ensuring clear agreement on deliverables, schedules, pricing, and terms.
• Negotiate pricing and resolve terms to stay within budget while ensuring quality.
• Provide vendors with detailed briefs and production timelines.
• Track vendor milestones and performance through planning and event execution.
• Serve as the main point of contact for vendor communication and issue resolution.
• Maintain strong, accountable relationships with all third-party service providers.
• Review vendor performance post-event for evaluation and future selection.

Billing and Expenses Management

• Maintain financial oversight to ensure budget adherence and accurate expense tracking.
• Track all event-related expenses from planning through post-event reconciliation.
• Review and verify vendor invoices, receipts, and purchase orders for accuracy.
• Coordinate with internal finance/accounting teams to manage payments and reimbursements.
• Flag inconsistencies or overages for corrective action.
• Prepare financial summaries and post-event budget reports.
• Recommend cost-saving measures and process improvements based on expense data.

Key Result Areas

1. Proposals & Tenders

2. Planning

3. Sourcing

4. Vendor Management

5. Logistics Management

6. Billing and Expenses Management

Note: JD is indicative and not exhaustive.

Job Types: Full-time, Permanent

Pay: ₹45,000.00 - ₹50,000.00 per month

Benefits:

• Provident Fund

Experience:

• Event planning: 3 years (Required)

Work Location: In person