Delegate Engagement & Relations Executive

Sharpsell.ai; Mumbai; On-site; INR 350,000 - 520,000; Full time

Job summary

Sharpsell.ai is seeking a highly organized Delegate Coordinator to support planning and execution of events, conferences, exhibitions, and corporate gatherings in Mumbai. You will coordinate with delegates, speakers, clients, vendors, and internal teams to ensure a smooth, professional experience from registration through completion.

The role requires strong communication, multitasking, and problem-solving in a fast-paced environment, with travel and weekend hours as needed.

Qualifications

• 2-5 years of experience in event management, delegate coordination, conferences, exhibitions, hospitality, or related field.
• Excellent verbal and written communication skills when speaking to CXOs from large enterprises.
• Strong coordination and interpersonal skills; able to manage multiple tasks and deadlines.

Responsibilities

• Coordinate delegate registration, confirmations, invitations, and attendance tracking.
• Act as the primary point of contact for delegates before, during, and after events.
• Handle delegate queries through phone, email, and other channels.
• Maintain accurate delegate databases, contact details, and event records.
• Coordinate travel, accommodation, transportation, and other delegate requirements.
• Prepare delegate kits, badges, welcome materials, and event documentation.
• Coordinate with speakers, VIP guests, clients, vendors, and internal teams for event requirements; assist with on-ground delegate management.
• Monitor event schedules and guide delegates to sessions or meetings.
• Resolve last-minute delegate issues and on-ground challenges.
• Follow up with delegates for confirmations, feedback, and post-event requirements.
• Prepare basic reports related to registrations, attendance, participation, and delegate feedback.
• Ensure high-quality delegate experience and professional communication throughout the event lifecycle.
• Be available to travel and work flexible hours during events.

Skills

Event coordination

CXO communication

Registration management

Vendor coordination

Multitasking

Interpersonal skills

MS Office / Google Workspace

Tools

MS Office

Google Workspace

Job description

We are looking for an organized, energetic, and people-oriented Delegate Coordinator to support the planning and execution of events, conferences, exhibitions, and corporate gatherings. The role involves coordinating with delegates, speakers, clients, vendors, and internal teams to ensure a smooth and professional event experience from registration through completion.

Key Responsibilities

Coordinate delegate registration, confirmations, invitations, and attendance tracking.

Act as then primary point of contact for delegates before, during, and after events.

Handle delegate queries through phone, email, and other communication channels.

Maintain accurate delegate databases, contact details, and event records.

Coordinate travel, accommodation, transportation, and other delegate requirements when applicable.

Support the preparation of delegate kits, badges, welcome materials, and event documentation.

Coordinate with speakers, VIP guests, clients, vendors, and internal teams to manage event requirements. Assist with event check-in, registration desks, seating arrangements, and on-ground delegate management.

Monitor event schedules and ensure delegates are guided to the appropriate sessions, meetings, or activities.

Support the team in resolving last-minute delegate issues and on-ground challenges.

Follow up with delegates for confirmations, feedback, and post-event requirements.

Prepare basic reports related to registrations, attendance, participation, and delegate feedback.

Ensure a high-quality delegate experience and maintain professional communication throughout the event lifecycle.

Be available to travel and work flexible hours, including weekends or extended hours, during events when required.

Required Skills

2-5years of experience in event management, delegate coordination, conferences, exhibitions, hospitality, or a related field.

Experience in speaking to CXOs from Large enterprises, Marcom & corp com teams. Excellent verbal and written communication skills.

Strong coordination and interpersonal skills.

Good organizational and time-management abilities.

Comfortable handling multiple tasks and deadlines simultaneously.

Proficiency in MSOffice/Google Workspace and basic database or registration tools.

Ability to remain calm and solution-oriented in a fast-paced event environment.

Professional appearance and a customer-service-oriented approach.

Willingness to travel and work flexible hours based on event requirements