JOB DESCRIPTION :

Event Manager – Administration Department

Organization: CGC University
Department: Administration

Job Type: Full-Time

1. Job Purpose

The Event Manager will be responsible for planning, coordinating, organizing, and executing university events, academic functions, cultural programs, conferences, seminars, official ceremonies, and institutional celebrations. The role requires close coordination with academic departments, administrative teams, students, faculty, vendors, and external stakeholders to ensure the smooth, timely, and professional execution of all university events.

2. Key Responsibilities

A. Event Planning and Execution

- Plan and manage university events, including conferences, seminars, workshops, convocations, orientations, annual functions, cultural festivals, award ceremonies, and official visits.
- Develop event concepts, timelines, schedules, checklists, and execution plans in consultation with university management.
- Coordinate venue booking, stage setup, seating arrangements, decorations, lighting, sound systems, audiovisual equipment, and other event requirements.
- Ensure the smooth execution of events from planning through completion.

B. Administrative Coordination

- Coordinate with academic departments, faculty members, student committees, security, housekeeping, maintenance, IT, transport, and other administrative teams.
- Facilitate approvals, permissions, official communications, and logistical arrangements for events.
- Prepare event schedules, duty allocations, briefing notes, and coordination plans.
- Ensure adherence to university policies, administrative procedures, and institutional standards.

C. Budgeting and Vendor Management

- Prepare event budgets, cost estimates, and resource requirements for approval.
- Coordinate with vendors, caterers, decorators, production teams, photographers, printers, and other service providers.
- Obtain quotations, compare costs, monitor expenditure, and maintain supporting documentation.
- Ensure the efficient utilization of resources and timely settlement of event-related bills in coordination with the concerned department.

D.



Protocol and Guest Management

- Coordinate hospitality and logistical arrangements for chief guests, dignitaries, speakers, alumni, industry representatives, and other VIP visitors.
- Manage invitations, RSVP tracking, guest reception, seating plans, and event-day assistance.
- Ensure professional conduct and appropriate protocol during official university functions.

E. Team and On-Ground Management

- Supervise event support staff, volunteers, and assigned coordinators.
- Allocate responsibilities and conduct pre-event briefings.
- Monitor event-day operations and resolve logistical issues promptly.
- Ensure effective coordination among all stakeholders before, during, and after each event.

F. Safety, Compliance, and Documentation

- Coordinate with security and safety teams to ensure appropriate crowd management and emergency preparedness.
- Ensure venues are ready, accessible, clean, and equipped before events commence.
- Maintain event records, attendance data, photographs, expenditure statements, feedback, and post-event reports.
- Conduct post-event reviews and recommend improvements for future programs.

3. Educational Qualification

- Bachelor's degree in Event Management, Hospitality Management, Business Administration, Public Relations, or a related field.
- A postgraduate qualification in a relevant discipline will be an added advantage.

4. Experience

- Preferably 3–5 years of experience in event management, administration, hospitality, or institutional event coordination.
- Experience in a university, educational institution, corporate organization, or large-scale event environment will be preferred.
- Demonstrated experience in managing multiple events, vendors, budgets, and cross-functional teams.





5. Required Skills and Competencies

- Strong planning, organizational, and project coordination skills.
- Excellent verbal and written communication skills.
- Vendor negotiation, budgeting, and cost-control capabilities.
- Leadership, team management, and stakeholder coordination.
- Ability to multitask, prioritize deadlines, and work under pressure.
- Strong problem-solving skills and attention to detail.
- Proficiency in MS Office, Excel, PowerPoint, email, and event-planning tools.
- Professional conduct, interpersonal skills, and a service-oriented approach.

6. Key Performance Indicators (KPIs)

- Timely planning and execution of assigned events.
- Compliance with approved event budgets.
- Quality of event arrangements and stakeholder satisfaction.
- Effective vendor coordination and resource utilization.
- Adherence to university protocols, safety requirements, and administrative procedures.
- Accuracy and timely submission of event documentation and reports.
- Ability to manage multiple events with minimal operational disruptions.

7. Working Conditions

- The role may require extended working hours, evening or weekend availability, and on-site supervision during major university events.
- The position requires regular coordination across campus departments and occasional travel for event-related assignments, if required.

8. General Expectations

The Event Manager shall perform all duties in accordance with university policies, administrative guidelines, and instructions issued by the competent authority. The incumbent will be expected to maintain confidentiality, demonstrate professionalism, and contribute to enhancing the university's institutional image through well-organized and efficiently managed events.

Job Types : Full time, Permanent

Pay : ₹30,000.00 - ₹40,000.00 per month

Schedule : Day shift

Language : English (Preferred)

Work Location : In person

Email Id : [email protected]

Contact No. - +91-XXXXXXXXXX

Pay: ₹35,000.00 - ₹40,000.00 per month

Work Location: In person

📌 Admin event manager (Sahibzada Ajit Singh Nagar)
🏢 CGC University Mohali
📍 Sahibzada Ajit Singh Nagar