AstaGuru
Website:
astaguru.com
Job details:
- Location: Mumbai & Hyderabad
- Employment Type: Project (1 Month)
- Reporting To: AVP – Events
- Department: Marketing
Role Overview
The Events & Operations Manager will lead the end-to-end operational execution, vendor management, and on-ground production for AstaGuru’s high-profile auctions, private previews, exhibitions, and VIP collector events. Working closely with executive leadership and cross-functional teams, this role is responsible for translating creative event concepts into seamless, luxury-standard live experiences.
The ideal candidate brings 3–5 years of proven experience in event production, venue management, vendor negotiation, and fine art/luxury event logistics. They will take complete ownership of run-of-show execution, budget tracking, vendor alignment, and risk management to uphold AstaGuru’s brand excellence.
Key Responsibilities
End-to-End Event Production & On-Ground Execution
- Lead on-ground operations for auction previews, gala events, VIP walkthroughs, and private exhibitions from setup to dismantle.
- Build and manage detailed run-of-show documents, event timelines, floor plans, and technical production schedules.
- Oversee on-ground event flow, guest registration logistics, AV/lighting setups, spatial layout, and VIP hospitality standards.
- Serve as the primary operational problem-solver during live events, identifying and resolving on-ground issues in real time.
Strategic Vendor Management & Contracting
- Direct external vendors, including event production agencies, set builders, AV/lighting technicians, decorators, caterers, and venue partners.
- Negotiate vendor quotes, review service level agreements (SLAs), track deliverables, and manage production timelines.
- Enforce strict quality control standards across all vendor outputs to ensure alignment with AstaGuru’s luxury brand guidelines.
Budgeting, Logistics & Procurement
- Develop and manage comprehensive event budgets, tracking expenses, purchase orders (POs), and vendor payments in coordination with Finance.
- Oversee fine art event logistics, including specialized transport, handling equipment, security protocols, venue permits, and insurance clearances.
- Maintain master event inventory trackers, venue contracts, invoice logs, and post-event financial reconciliations.
Cross-Functional Collaboration & Post-Event Evaluation
- Coordinate closely with Marketing, Client Relations, Art Specialists, Design, and Facilities teams to ensure unified event execution.
- Lead pre-event briefing sessions and post-event debriefs, gathering stakeholder feedback and compiling executive event evaluation reports.
- Archive event assets, press coverage clips, vendor performance scorecards, and financial summaries for future planning.
Brand Partnerships & Strategic Alliances
- Identify and secure co-sponsorships with luxury, private banking, and lifestyle brands.
- Create customized partnership proposals, sponsorship decks, and activation plans.
- Execute on-ground sponsor deliverables, branded lounges, and product placements during events.
- Negotiate partnership agreements, finalize contracts, and track sponsor invoicing with Finance.
- Deliver post-event ROI reports and engagement summaries to partner brands.
Qualifications & Experience
- Bachelor’s or Master’s degree in Event Management, Marketing, Mass Communication, Luxury Brand Management, or a related field.
- 3–5 years of hands-on experience in event execution, production operations, or experiential marketing.
- Direct experience in executing high-end events within auction houses, luxury retail, fine art galleries, premium hospitality, or creative production agencies.
- Proven track record of managing multi-vendor event setups, technical AV production, and high-net-worth client environments.
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