EVENT PIPELINE EXECUTIVE

GEC Media Group; India; On-site; INR 300,000 - 500,000; Full time

Job summary

A leading media organization based in India is seeking an Event Coordinator to manage live events, coordinate with attendees, and handle logistics. The ideal candidate will have 2-4 years of experience in event coordination and be proficient with CRM tools like Zoho. Responsibilities include maintaining event timelines, managing communications, and compiling post-event reports. The position requires exceptional organizational and communication skills to reflect the organization's premium brand.

Qualifications

• 2–4 years of experience in event coordination, operations management, or project management.
• Exceptional organisational skills; manage 5–8 concurrent event timelines.
• Strong written English for high-quality attendee communications.

Responsibilities

• Maintain a live event pipeline tracker in Zoho CRM.
• Build and manage target delegate lists from the CIO database.
• Set up event invitation sequences in Brevo.

Skills

Event coordination

Organizational skills

Written English

Email marketing tools

CRM experience

Tools

Zoho CRM

Brevo

Mailchimp

WhatsApp Business

Job description

Responsibilities

• Maintain a live event pipeline tracker in Zoho CRM — all upcoming GEC events, target delegate counts, current confirmation counts, days to event
• For each event, build and manage the 3x target delegate list (if target is 50, list is 150) from the CIO database with Research Analyst support
• Set up event invitation sequences in Brevo — save-the-date, formal invitation, reminder cadence
• Track RSVP status in real time; produce weekly event pipeline status report for CSC Head and Dubai Events team
• Manage the Event Pipeline Agent outputs — review automated sequence performance; override or escalate where needed
• Attendee Communication: Manage all attendee-facing communications post-RSVP: logistics pack, agenda, hotel block details, travel information
• Create and manage a WhatsApp group for confirmed attendees (T-7 days before event); send daily updates in the 48 hours before event
• Manage the T-3 day reminder sequence; confirm final headcount with Dubai Events team
• Coordinate name badge production, seating arrangements, and registration desk preparation with Dubai Events team
• Speaker & VIP Coordination: Support the CIO Relationship Manager with speaker logistics — travel, hotel, AV requirements, session briefing documents
• Coordinate with event sponsors on delegate attendance commitments and branding deliverables checklist
• Post-Event: Compile final attendance report: confirmed vs. showed up, no-shows, last-minute additions; submitted to Dubai Events team within 24 hours
• Trigger post-event survey sequence via Brevo; compile NPS and feedback results within 5 days
• Flag high-engagement attendees to CIO Relationship Manager and GEC Digital Ops Executive for follow-up

Requirements

Must-Have

• 2–4 years of experience in event coordination, operations management, or project management
• Exceptional organisational skills — can manage 5–8 concurrent event timelines without confusion
• Strong written English — attendee communications reflect GEC's premium brand
• Proficiency with email marketing tools (Brevo, Mailchimp, or similar) for sequence management
• CRM experience — able to manage pipelines, update records, and run reports in Zoho CRM or similar
• WhatsApp Business and basic digital communication tools proficiency

Strongly Preferred

• Prior experience in B2B events, conference management, or hospitality management
• Experience managing C-level or VIP attendee communication
• Familiarity with event registration platforms