Events Assistant

Job Overview

We are seeking energetic, highly organized, and motivated Event Assistants to join our dynamic team. This multi-department program allows you to gain hands-on experience across the entire event ecosystem. You will choose or be assigned to a specific track based on your skills and career interests.

Departmental Roles & Responsibilities

Track 1: Operations & Logistics Assistants

• Venue Coordination: Assist with site scouting, floor plan layouts, and load-in schedules.
• Vendor Relations: Research local suppliers, request quotes, and maintain vendor databases.
• On-Site Execution: Help manage setup, signage placement, and teardown during live events.
• Inventory Control: Keep track of event supplies, tech equipment, and promotional materials.

Track 2: Marketing & Public Relations Assistants

• Social Media: Create promotional content, event countdowns, and live-story coverage.
• Attendee Outreach: Draft email invitations, manage RSVPs, and handle basic inquiries.
• Media Support: Assist in compiling press kits and tracking local media coverage.
• Asset Creation: Work with graphic designers to build presentation slides and digital programs.

Track 3: Hospitality & Guest Experience Assistants

• Registration Desk: Manage check-in systems, print badges, and greet VIP guests.
• Catering Liaison: Assist the team with dietary requests and menu layouts.
• Customer Service: Act as the primary on-site floor point-of-contact for attendee questions.
• Feedback Collection: Distribute and collect post-event satisfaction surveys.

Track 4: Production & Technical Assistants

• A/V Support: Assist audio/visual crews with microphone tracking and basic stage setups.
• Show Flow Tracking: Monitor presentation timers, cue speakers, and manage backstage areas.
• Digital Events: Support the tech team in managing Zoom, Teams, or hybrid stream settings.

Track 5: Sales & Sponsorship Assistants

• Lead Generation: Research and identify potential corporate sponsors, partners, and exhibitors.
• Pitch Preparation: Help draft sponsorship decks, proposals, and packages.
• Client Management: Deliver promised sponsor deliverables like logo placements and booth spaces.
• Data Tracking: Maintain CRM records of outreach statuses and contract agreements.

Track 6: Finance & Procurement Assistants

• Budgeting: Assist in tracking department expenses and updating event budget sheets.
• Invoicing: Process vendor invoices, track purchase orders, and follow up on late receipts.
• Cost Analysis: Research budget-friendly alternatives for required event materials.

Track 7: Creative, Design & Decor Assistants

• Theming: Research visual trends and build mood boards to fit the event theme.
• Signage Design: Assist with spatial design, seating charts, and banner placements.
• Sourcing: Help find prop rentals, linens, floral arrangements, and stage backdrops.

Track 8: Human Resources & Volunteer Management Assistants

• Staffing: Assist in scheduling shifts for event staff, security, and medical teams.
• Volunteer Coordination: Recruit, onboard, and assign roles to volunteer teams.
• Briefings: Help create training materials and lead pre-event orientation meetings.

Track 9: Legal, Safety & Risk Management Assistants

• Permits: Help research and secure local city permits, noise variances, and liquor licenses.
• Compliance: Review vendor insurance certificates to ensure safety standards are met.
• Crowd Control: Assist in drafting emergency evacuation maps and medical response plans.

Universal Qualifications

• Education: Currently pursuing or recently graduated with a degree of Hospitality, Marketing, Communications, Business, or Event Management (Preferred).
• Communication: Strong written and verbal communication skills.
• Organization: Ability to multitask and handle tight deadlines under pressure.
• Software: Proficiency with Google Workspace or Microsoft Office (Excel, Word).
• Flexibility: Willingness to work occasional evenings or weekends based on event calendars.

What We Offer

• Real-world portfolio building with live industry events.
• Direct mentorship from seasoned Event Directors and Managers.
• Networking opportunities with corporate clients and premium vendor networks.
• Potential for full-time conversion based on performance.

Pay: ₹8,000.00 - ₹25,000.00 per month

Benefits:

• Cell phone reimbursement
• Food provided
• Internet reimbursement

Willingness to travel:

• 25% (Preferred)

Work Location: In person