Location: Surat

Job Type: Full-time | On-site

Role Overview

Fountainhead School is seeking a highly energetic, resourceful, and results-driven Events Executive to lead the planning and execution of school events and experiences. We are looking for a go-getter who thrives in a fast-paced environment, takes ownership of projects, builds solid relationships, and consistently delivers exceptional outcomes. The ideal candidate will possess excellent communication, coordination, and negotiation skills, enabling them to work seamlessly with internal departments, external vendors, parents, students, and community partners. This role requires someone who can anticipate challenges, find creative solutions, and ensure flawless execution of events from concept to completion.

Key Responsibilities

Event Planning Execution

- Conceptualize, plan, and execute a diverse range of school events, including academic showcases, cultural programs, sports events, exhibitions, annual functions, orientations, conferences, and community engagement initiatives.
- Develop detailed event plans, timelines, budgets, and execution strategies to ensure successful delivery.
- Manage all event logistics, including venue preparation, transportation, equipment, permissions, registrations, and event schedules.
- Oversee event setup, execution, and closure while ensuring high-quality experiences for all stakeholders.

Internal Stakeholder Coordination

- Collaborate closely with academic teams, administration, operations, facilities, transport, IT, communications, and leadership teams to ensure smooth event planning and execution.
- Act as the central point of coordination between departments, ensuring clear communication and accountability.




- Conduct planning meetings and follow-ups to ensure all stakeholders are aligned with event objectives and timelines.

Vendor External Partner Management

- Identify, onboard, and manage external vendors, suppliers, performers, agencies, decorators, caterers, and service providers.
- Negotiate pricing, contracts, and service agreements to secure the best value while maintaining quality standards.
- Build and maintain strong vendor relationships to ensure reliable and efficient service delivery.
- Monitor vendor performance and ensure all commitments are delivered on time and within budget.

Communication Relationship Management

- Coordinate event-related communication with parents, students, staff, guests, and external partners.
- Work closely with the Creative and Communications Team to develop invitations, promotional campaigns, event branding, social media content, and media coverage.
- Represent the school professionally while engaging with external stakeholders and community partners.

Budgeting Administration

- Prepare and manage event budgets, track expenditures, and ensure cost-effective utilization of resources.
- Maintain event documentation, vendor databases, contracts, feedback reports, and post-event evaluations.
- Analyze event outcomes and recommend improvements for future initiatives.

Problem Solving Leadership

- Take ownership of projects and proactively resolve challenges before they impact event delivery.




- Remain calm under pressure and adapt quickly to changing priorities or unforeseen circumstances.
- Demonstrate initiative by identifying new opportunities, partnerships, and innovative event concepts that enhance the schools culture and reputation.

Preferred Qualifications

- Bachelors degree in Event Management, Hospitality, Marketing, Mass Communication, Public Relations, Business Administration, or a related field.
- 2-5 years of experience in event planning, event management, hospitality, administration, or stakeholder engagement.
- Experience in educational institutions, schools, or youth-focused organizations will be an added advantage.

Skills Competencies

We are looking for someone who:

- Excellent command of spoken and written English is mandatory.
- Is a self-starter and proactive problem solver.
- Demonstrates a strong "can-do" attitude and ownership mindset.
- Possesses excellent verbal and written communication skills.
- Can confidently coordinate with multiple internal departments and external stakeholders.
- Has strong vendor management and negotiation abilities.
- Excels at relationship building and stakeholder engagement.
- Is highly organized with exceptional attention to detail.
- Can manage multiple projects simultaneously while meeting deadlines.
- Is comfortable working beyond standard hours during major events when required.
- Is proficient in Google Workspace, Microsoft Office, and digital collaboration tools.

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.

📌 Events Executive (Surat)
🏢 Fountainhead School (FS)
📍 Surat