Assistant Team Lead, Event Design

Cvent; Gurugram District; Ibrido; INR 1.400.000 - 2.200.000; Tempo pieno

Descrizione del lavoro

Cvent India in Gurugram is seeking a seasoned Events Portfolio Manager to lead regional strategy for hosted events, align with stakeholders, and manage end-to-end delivery from brief to on-site execution. You will own budgets, ROI, vendor relations, and cross-functional planning, with travel to Europe preferred and collaboration across global teams.

The role emphasizes developing roadmaps, coordinating calendars, ensuring brand standards, and driving attendee experiences across multiple

Competenze

• 5-6 years of experience in event planning, design, production, or experiential programs.
• Experience coordinating hosted conferences, customer or partner events, executive experiences, meetings, or employee programs.
• Experience supporting events in Europe is preferred; willingness to travel and work outside standard hours.

Mansioni

• Prepare and maintain a regional event roadmap for assigned Cvent-hosted events and programs, including key dates, audiences, objectives, owners, design milestones, and dependencies.
• Gather input and translate program goals into event formats, creative concepts, guest experiences, and planning priorities.
• Research venues, suppliers, and local options; compile recommendations considering audience fit, purpose, location, accessibility, and budget.
• Coordinate event calendars and milestones across concurrent programs, flagging overlaps and resource needs early.
• Support post-event reviews using attendance, engagement, stakeholder feedback, and budget insights.
• Coordinate assigned events from brief through planning, execution, measurement, and post-event follow-up.
• Develop and maintain event plans, timelines, budgets, deliverables, and responsibilities; ensure brand standards.
• Manage registration, venue needs, AV/production, branding, shipping, staffing, and on-site execution.
• Track metrics (registrations, attendance, engagement, leads, ROI) and prepare status updates for owners.
• Identify opportunities to improve cost efficiency, supplier value, attendee experience, and overall event impact.

Conoscenze

Event planning

Stakeholder management

Budget tracking

Vendor coordination

Cross-functional collaboration

Project management

Strumenti

Cvent

Excel

PowerPoint

Descrizione del lavoro

Role & responsibilities

Event Portfolio Strategy & Planning

• Prepare and maintain a regional event roadmap for assigned Cvent-hosted events and programs,

including key dates, audiences, objectives, owners, design milestones, and dependencies.

• Gather business and stakeholder input and help translate program goals into event formats, creative

concepts, guest experiences, and planning priorities.

• Research venues, suppliers, and local event options; compile recommendations that consider

audience fit, event purpose, location, accessibility, experience quality, and budget.

• Coordinate event calendars and planning milestones across concurrent programs, flagging

overlaps, resource needs, and decision points early.

• Support post-event reviews and use attendance, engagement, stakeholder feedback, and budget

insights to inform future planning.

End-to-End Event Ownership

Coordinate assigned Cvent-hosted events from initial brief and concept through planning,

• execution, measurement, and post-event follow-up.

• Develop and maintain event plans, timelines, budgets, deliverables, stakeholder responsibilities,

and success measures for each assigned program.

• Partner with internal teams to clarify event objectives, audience needs, messaging, engagement

plans, and follow-up actions.

• Coordinate registration, venue requirements, room layouts, AV and production, branding, shipping,

staffing, speaker support, hospitality, and on-site execution.

• Support customer, prospect, partner, executive, and employee experiences, adapting event details

to the purpose and audience of each program.

• Ensure consistent Cvent brand standards and a thoughtful attendee experience across hosted

events and regional programs.

• Contribute to playbooks, templates, and planning processes that improve consistency and

execution across the event portfolio.

Budget, ROI & Performance Management

• Own event-level and program-level budget planning, forecasting, expense tracking, invoice follow-

up, variance reporting, and ROI measurement.

• Partner with Finance and Marketing Operations to keep event investment records and spend

tracking accurate and current.

• Track agreed event measures such as registrations, attendance, engagement, attendee feedback,

customer participation, leads or pipeline where applicable, and cost against plan.

• Prepare concise event status and performance updates for program owners and stakeholders.
• Contribute to post-event analysis, summarizing what worked, improvement areas, and

recommendations for future events.

• Identify opportunities to improve cost efficiency, supplier value, attendee experience, and overall

event impact.

Stakeholder & Cross-Functional Management

• Coordinate stakeholders across Marketing, Sales, Demand Generation, Partnerships, Brand,

Product Marketing, Finance, Procurement, Legal, and Operations as relevant to each program.

• Manage action items, timelines, dependencies, and approvals across multiple concurrent events.
• Build effective working relationships with regional teams and understand their priorities when

developing event plans.

• Communicate program status, risks, budget changes, and decisions needed in a timely and clear

manner.

• Work effectively across time zones and within a global, matrixed organization.

Vendor & Partner Management

• Research, coordinate, and support the selection and management of event agencies, production

partners, venues, caterers, contractors, and other suppliers.

• Maintain supplier information and planning details for venues and vendors used across hosted

programs.

• Coordinate scopes of work, deliverables, schedules, invoices, and service expectations with

vendors and partners.

• Gather quotes and support negotiations to achieve good value while maintaining event quality and

attendee experience.

• Follow Cvent procurement, legal, finance, and compliance processes for vendor engagements.

M&A & Event Portfolio Integration

• Support the integration of event programs associated with mergers, acquisitions, or business

integrations.

• Help document existing event calendars, audiences, venues, suppliers, commitments, budgets, and

operational requirements.

• Work with internal stakeholders to support transition plans and continuity for important customer,

partner, and employee experiences.

• Compare event calendars and program objectives to identify duplication, gaps, cost efficiencies,

and opportunities to align planning.

• Assist with coordinating vendor, contract, and event-detail transitions in line with internal processes.

Risk Management & Operational Excellence

• Identify potential delivery risks early, including venue or supplier issues, budget changes, travel

constraints, schedule conflicts, and changes in business priorities.

• Help prepare contingency plans and present clear options when event requirements or

circumstances change.

• Coordinate multiple priorities while maintaining strong attention to detail and execution quality.
• Look for opportunities to standardize, simplify, and improve event planning, documentation, and

reporting.

• Contribute to Meetings & Events initiatives that strengthen operational efficiency and attendee

experience.

Preferred candidate profile

Experience

• 5-6 years of experience in event planning, event design, event production, hospitality, or

experiential programs.

• Hands-on experience coordinating hosted conferences, customer or partner events, executive

experiences, meetings, or employee programs through on-site delivery.

• Experience supporting events in Europe is preferred, including coordination with venues,

suppliers, or teams across multiple markets; willingness to travel and support on-site delivery,

including occasional work outside standard hours, is required.

• Experience preparing event roadmaps, briefs, workback schedules, floor plans, production

plans, or similar planning documents.

• Experience coordinating vendors, budgets, timelines, and cross-functional stakeholders across

concurrent programs.

• Familiarity with European regional menus and food and beverage planning is preferred;

knowledge of dietary needs and local service expectations is an advantage.

• Willingness to support event setup or delivery, including occasional work outside standard

business hours.

Strategic & Analytical Skills

• Understanding of event planning principles, attendee experience, and how events support

business and marketing objectives.

• Ability to evaluate event options through audience, experience, delivery, and budget

considerations.

• Comfort reviewing event performance data and feedback and turning findings into practical

recommendations.

• Strong organization and basic financial skills, including tracking event budgets, forecasts,

actuals, and variances.

• Good research skills and the ability to synthesize venue, supplier, menu, and program

information into clear options.

• Comfortable working with metrics such as MQLs, SQLs, pipeline, Closed Won, conversion,

attendance, cost per lead, influenced revenue, and ROI.

Stakeholder & Execution Skills

• Excellent project coordination skills and the ability to manage multiple events, deadlines, and

stakeholders at once.

• Clear communication and presentation skills, including the ability to share updates with working

teams and senior stakeholders.

• Strong vendor relationship-management and coordination skills.
• Highly organized, detail-oriented, proactive, and comfortable in a fast-paced environment.
• Practical problem-solving skills and the ability to respond calmly when plans change.
• Able to work independently while contributing effectively within a global, matrixed team.
• Willingness to work across time zones and travel as required.

Technology & Tools

• Proficiency with Microsoft Office, particularly Excel and PowerPoint.
• Experience with event management, registration, project management, collaboration, or

reporting platforms.

• Familiarity with Cvents event technology platform is preferred.
• Comfort with data, dashboards, digital workflows, and preparing clear event-planning materials.
• Experience using AI or automation tools to improve event research, planning, reporting, or

operational efficiency is a plus.