Website:
cotrav.co
Job details:
Job Description – Event & Travel Associate
Company: BAI Infosolutions Private Limited (CoTrav)
Location: Cyber City, Gurgaon (On-site)
Experience: 1–3 Years
Industry: Travel & Hospitality | Corporate Travel & MICE Services
Employment Type: Full-time
About the Role
CoTrav is looking for a proactive and detail-oriented Event & Travel Associate to manage end-to-end travel arrangements and event execution for corporate clients, MICE events, celebrity appearances, destination weddings, and luxury "Big Fat Wedding" projects.
The ideal candidate should have experience in coordinating travel logistics, planning and executing events, managing vendors, handling celebrity and VIP requirements, and ensuring seamless client experiences. This role requires exceptional organizational skills, stakeholder management, and the ability to execute multiple projects in a fast-paced, dynamic environment.
Key Responsibilities
- Coordinate and manage end-to-end travel arrangements, including flights, hotels, ground transportation, visa support, and travel itineraries for corporate clients and event attendees.
- Plan, coordinate, and execute corporate events, conferences, meetings, offsites, exhibitions, and MICE requirements.
- Coordinate end-to-end logistics for celebrity appearances, artist management, influencer collaborations, and VIP guest travel.
- Act as the primary point of contact for celebrities, artists, talent managers, event agencies, and key stakeholders, ensuring seamless communication and execution.
- Plan and execute destination weddings, luxury weddings, and large-scale "Big Fat Wedding" events, including guest travel, accommodation, venue coordination, hospitality, and on-ground logistics.
- Liaise with airlines, hotels, transport vendors, event venues, decorators, production teams, entertainment partners, and other service providers to ensure timely delivery and competitive pricing.
- Prepare travel itineraries, event schedules, quotations, proposals, budgets, and execution plans based on client requirements.
- Coordinate with internal teams to ensure smooth execution of travel bookings, event operations, and client deliverables.
- Handle vendor negotiations, confirmations, contracts, billing, and payment coordination.
- Ensure all travel and event arrangements are executed within budget while maintaining the highest service standards.
- Manage on-site event execution, vendor coordination, celebrity movement, guest hospitality, and resolve operational issues in real time.
- Maintain regular communication with clients and provide timely updates throughout the planning and execution process.
- Track bookings, invoices, MIS reports, event documentation, and operational records.
- Handle last-minute travel changes, cancellations, emergency requests, and VIP requirements efficiently.
- Ensure exceptional client satisfaction through proactive support, timely issue resolution, and flawless event execution.
Skills & Competencies
- Excellent communication and client relationship management skills.
- Strong organizational, planning, and multitasking abilities.
- Exceptional coordination and stakeholder management skills.
- Strong negotiation and vendor management capabilities.
- Ability to work under pressure and meet tight deadlines.
- High attention to detail with excellent problem-solving skills.
- Customer-centric mindset with a proactive approach.
- Proficiency in MS Office (Excel, Word, and PowerPoint).
Requirements & Qualifications
- Bachelor's degree in Travel & Tourism, Hospitality Management, Event Management, Business Administration, or a related field.
- 1–3 years of experience in corporate travel, MICE, event management, hospitality, or travel operations.
- Experience in coordinating corporate events, exhibitions, conferences, destination weddings, luxury weddings, celebrity events, or artist management will be an added advantage.
- Knowledge of corporate travel bookings, vendor coordination, and event planning.
- Experience in client servicing and vendor management.
- Familiarity with travel booking platforms and CRM systems is preferred.
- Willingness to travel for event execution as and when required.
- Ability to work in a fast-paced and dynamic environment with flexible working hours during live events.
Preferred Candidate Profile
- Experience in Corporate Travel, MICE, Hospitality, Event Management, Celebrity & Artist Coordination, Destination Weddings, Luxury Wedding Management, or Client Servicing.
- Strong experience in managing high-profile clients, celebrities, artists, influencers, VIP guests, and event stakeholders.
- Excellent coordination, communication, and relationship management skills.
- Passion for delivering exceptional travel and event experiences with attention to every detail.
- Flexible to travel and work extended hours during live events, weddings, conferences, and business requirements.
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