| Detail | For this role |
|---|---|
| Department | Hospitality |
| Level | Entry level |
| Reports to | Event Manager |
| Direct reports | None |
| Experience | Fresher or up to 3 years |
Event Executive job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Event Executive
Department: Hospitality
Reports to: Event Manager
Location: [City], [office, branch or site]
About the role
An Event Executive supports the events team with planning, client communication and documentation. They prepare proposals and costings, follow up with clients and vendors and keep event records in order. The role reports to the Event Manager. A good Event Executive keeps proposals accurate and prompt, chases the details that move a booking forward, and supports the manager and planners so events are well prepared long before the day arrives.
Key responsibilities
- Prepare event proposals, costings and quotations for prospective clients promptly.
- Follow up with clients on enquiries, proposals and confirmations.
- Gather vendor quotes and prepare comparison sheets for events.
- Maintain event records, contracts and client communication in order.
- Coordinate with planners and coordinators on every event's requirements and timeline.
- Prepare event documents, checklists and briefing notes for the team.
- Track event bookings, advances and payments for each confirmed event.
- Support client meetings and site visits with the manager.
- Handle client queries and small requests promptly and keep them informed.
- Help review events afterwards and record feedback and settlement.
Requirements
- Degree or diploma in event management or business
- Event or client coordination exposure
- Good Excel and communication skills
- Fresher or up to 3 years
KRAs and KPIs for a Event Executive
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Proposal turnaround | Client proposals prepared within the agreed hours of enquiry |
| Follow up | Client and vendor follow ups completed within the agreed time |
| Accuracy | Costings and documents prepared with no material error |
| Record keeping | Event records and contracts kept complete and traceable |
| Payment tracking | Event advances and payments tracked with no miss |
Skills and tools
Tools used day to day: MS Excel, Event management software, CRM, Proposal templates, Email.
Reporting line and career path
Next roles: Event Planner, Event Manager, Senior Event Executive
Interview questions for a Event Executive
- How do you prepare a proposal and costing for an event?
- How do you follow up a client to move a booking forward?
- How do you compare vendor quotes for an event?
- How do you keep event records and contracts in order?
- How do you track event advances and payments?
- How do you handle a client query you cannot answer?
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What does an Event Executive do?
An Event Executive supports the events team with planning, client communication and documentation. They prepare proposals and costings, follow up with clients and vendors, keep event records in order and track bookings and payments. They support meetings and site visits, reporting to the Event Manager.
What is the difference between an Event Executive and an Event Coordinator?
An Event Executive works mostly on planning support: proposals, costings, client follow up and records. An Event Coordinator works mostly on the ground: vendors, setup and logistics on event day. The executive prepares and communicates; the coordinator executes on site.
What qualifications does an Event Executive need?
Most Event Executive roles ask for a degree or diploma in event management or business with some event or client coordination exposure. Freshers are welcome. Good Excel and communication skills, accuracy in costings and strong follow up matter most at this level.