ADMIN & EVENT Manager

Hindustan Institute of Engineering Technology; Chennai District; On-site; INR 360,000 - 480,000; Full time

Job summary

Hindustan Institute of Engineering Technology in Chennai District, Tamil Nadu seeks an experienced administrator to oversee daily operations of the Aviation College, coordinate with leadership, faculty, students, and external agencies, and manage documentation and facilities.

The role covers comprehensive event management—from planning to execution—ensuring budgets are met and standards maintained, with strong MS Office proficiency and ability to work beyond hours during major events.

Qualifications

• Strong administrative and organizational skills.
• Excellent event planning and coordination abilities.
• Good communication and interpersonal skills.
• Vendor management and negotiation skills.
• Proficient in MS Office, Excel, Word, PowerPoint, and email communication.
• Ability to manage multiple activities and meet deadlines.
• Strong problem-solving and decision-making abilities.
• Ability to work independently and coordinate effectively with different departments.
• Willingness to work beyond regular hours during major events when required.

Responsibilities

• Manage day-to-day administrative operations of the Aviation College.
• Coordinate with the Principal, HODs, faculty, staff, students, parents, and external agencies.
• Maintain administrative records, documents, registers, and correspondence.
• Coordinate office facilities, housekeeping, security, transport, and other support services.
• Monitor inventory, stationery, office supplies, and administrative requirements.
• Coordinate with vendors, service providers, and contractors.
• Support management in implementing administrative policies and procedures.
• Handle official correspondence and follow up with government, regulatory, and other external authorities as required.
• Ensure proper maintenance of college infrastructure and facilities.
• Prepare administrative reports and submit them to management on a regular basis.
• Plan, organize, and execute college events, seminars, workshops, conferences, exhibitions, orientation programmes, and student activities.
• Coordinate events such as annual day, graduation/convocation, aviation-related programmes, placement drives, guest lectures, and industry interaction programmes.
• Prepare event schedules, checklists, budgets, and action plans.
• Coordinate with faculty, students, management, vendors, guests, and external agencies for event requirements.
• Manage venue arrangements, seating, stage setup, audio-visual requirements, catering, transportation, accommodation, and security.
• Coordinate invitations, guest management, registration, certificates, and event-related documentation.
• Ensure events are conducted smoothly and within the approved budget.
• Handle last-minute requirements and resolve operational issues during events.
• Coordinate post-event activities, feedback, documentation, and expense settlement.

Skills

Administrative skills

Event planning

Coordination

Communication

Vendor management

MS Office

Time management

Independent work

Tools

MS Office

Excel

Word

PowerPoint

Email communication

Job description

Role & responsibilities

Administration

• Manage day-to-day administrative operations of the Aviation College.
• Coordinate with the Principal, HODs, faculty, staff, students, parents, and external agencies.
• Maintain administrative records, documents, registers, and correspondence.
• Coordinate office facilities, housekeeping, security, transport, and other support services.
• Monitor inventory, stationery, office supplies, and administrative requirements.
• Coordinate with vendors, service providers, and contractors.
• Support management in implementing administrative policies and procedures.
• Handle official correspondence and follow up with government, regulatory, and other external authorities as required.
• Ensure proper maintenance of college infrastructure and facilities.
• Prepare administrative reports and submit them to management on a regular basis.

Event Management

• Plan, organize, and execute college events, seminars, workshops, conferences, exhibitions, orientation programmes, and student activities.
• Coordinate events such as annual day, graduation/convocation, aviation-related programmes, placement drives, guest lectures, and industry interaction programmes.
• Prepare event schedules, checklists, budgets, and action plans.
• Coordinate with faculty, students, management, vendors, guests, and external agencies for event requirements.
• Manage venue arrangements, seating, stage setup, audio-visual requirements, catering, transportation, accommodation, and security.
• Coordinate invitations, guest management, registration, certificates, and event-related documentation.
• Ensure events are conducted smoothly and within the approved budget.
• Handle last-minute requirements and resolve operational issues during events.
• Coordinate post-event activities, feedback, documentation, and expense settlement.

Required Skills

• Strong administrative and organizational skills.
• Excellent event planning and coordination abilities.
• Good communication and interpersonal skills.
• Vendor management and negotiation skills.
• Good knowledge of MS Office, Excel, Word, PowerPoint, and email communication.
• Ability to manage multiple activities and meet deadlines.
• Strong problem-solving and decision-making abilities.
• Ability to work independently and coordinate effectively with different departments.
• Willingness to work beyond regular hours during major events when required.

Preferred candidate profile

• Experience in Aviation College / University / Educational Institution will be an added advantage.
• Candidates with experience in handling institutional events, seminars, conferences, placement activities, and VIP/guest coordination will be preferred.
• Should be proactive, disciplined, presentable, and capable of handling responsibilities independently.