? Event Management Coordinator

Position Summary The Personal Assistant (PA) Events, Planning & Social Media Coordinator will provide executive support while managing end-to-end planning and execution of spiritual/cultural events for The Heart of Jogan, Anantasya foundation and corporate events for FPA Global. The role requires excellent organizational skills with the vendor / clients, vendor coordination, event execution, social media management, and the ability to handle multiple priorities with professionalism.

Key Responsibilities

1. Executive & Personal Assistance

- Manage the calendar, appointments, meetings, and travel schedules.
- Coordinate business and personal engagements of the management.
- Coordinate with other artists / musicians for their availability for a seamless planning and execution.
- Prepare meeting agendas, MOMs (Minutes of Meeting), presentations, and reports.
- Handle confidential documents and correspondence.
- Follow up on pending tasks and ensure timely completion.

2. Event Planning & Management

- Plan and execute corporate, cultural, and spiritual events.
- Prepare event timelines, budgets, and execution plans.
- Coordinate venue bookings, permissions, and logistics.
- Manage invitations, guest registrations, and RSVP tracking.
- Ensure seamless execution before, during, and after the event.
- Conduct post-event reviews and prepare event reports.

3. Vendor & Venue Coordination

- Coordinate with banquet halls, hotels, resorts, and event venues.
- Negotiate pricing and service agreements.
- Liaise with decorators, caterers, photographers, videographers, emergency power arrangements, sound and lighting vendors.
- Coordinate transportation, accommodation, and hospitality arrangements.

4. Band & Artist Coordination

- Coordinate with bands, singers, DJs, musicians, and performers.
- Schedule rehearsals and sound checks.
- Finalize performance timelines and stage requirements.
- Ensure contractual commitments are fulfilled.
- Coordinate artist hospitality and logistics.

5. Event Pre-Planning





- Prepare detailed event checklists.
- Develop event flow and stage schedule.
- Arrange stage setup, branding, seating plans, and guest management.
- Coordinate volunteers and event support teams.
- Prepare contingency plans for unforeseen situations.

6. Social Media Management

- Plan and execute social media campaigns for The Heart of Jogan and FPA Global.
- Prepare monthly content calendars.
- Coordinate graphic designers and video editors.
- Schedule posts across Instagram, Facebook, LinkedIn, YouTube, and other platforms.
- Schedule pod-casts, interviews and press conference.
- Cover live events through photos, videos, and live streaming.
- Monitor engagement and prepare monthly analytics reports.
- Respond to messages and audience inquiries professionally.

7. Content Creation

- Draft captions, event announcements, invitations, and newsletters.
- Coordinate photography and videography.
- Prepare promotional materials before events.
- Assist in branding and marketing campaigns.

8. Coordination & Communication

- Coordinate with internal departments for event requirements.
- Maintain relationships with sponsors, vendors, and partners.
- Manage guest lists and VIP protocols.
- Ensure smooth communication among all stakeholders.

9. Administrative Support

- Maintain event records and vendor databases.
- Process purchase requests and vendor payments.
- Maintain contracts and documentation.
- Track event expenses and budgets.

10. Travel & Hospitality

- Book flights, hotels, and local transportation.
- Arrange accommodation for guests and performers.
- Coordinate airport pickups and hospitality services.

Skills Required





- Excellent communication and interpersonal skills.
- Strong organizational and multitasking abilities.
- Event planning and coordination experience.
- Vendor management and negotiation skills.
- Knowledge of social media platforms and digital marketing.
- Photography and videography coordination.
- Canva, Microsoft Office, Google Workspace proficiency.
- Basic knowledge of Meta Business Suite, Instagram, Facebook, LinkedIn, and YouTube.
- Ability to work under pressure and meet deadlines.
- Flexible to travel and work on weekends during events.

Preferred Attributes

- Professional appearance and positive attitude.
- Strong leadership and problem-solving skills.
- Creative mindset with attention to detail.
- Excellent negotiation and networking abilities.
- Ability to maintain confidentiality.
- Passion for organizing events and creating memorable experiences.

Key Performance Indicators (KPIs)

- Successful execution of planned events.
- Timely completion of pre-event planning.
- Vendor cost optimization.
- Social media engagement and follower growth.
- Event attendance and participant satisfaction.
- Timely completion of executive tasks.
- Budget adherence.
- Quality of event documentation and reports.
- Stakeholder and guest satisfaction.
- Brand visibility and promotional effectiveness.

This role is ideal for a dynamic skilled capable of supporting executive leadership while independently managing high-quality events and strengthening the public presence of The Heart of Jogan, Anantasya foundation and FPA Global through effective planning, coordination, and social media management.

Role Details

Role: Media Production & Entertainment - Other

Industry Type: Electrical Equipment

Department: Media Production & Entertainment

Employment Type: Full Time, Permanent

Role Category: Media Production & Entertainment - Other

Education

UG: Bachelor of Journalism and Mass Communication in Any Specialization, B.A - Bachelor of Arts in Journalism & Mass Communication (Hons)

📌 Event Management Coordinator (Mumbai)
🏢 FPA Global
📍 Mumbai