Event Manager

JOB OPENING Event Coordinator – Dignitary Invitations & RSVP Management Overview Seeking a freelance Event Coordinator to lead and manage VIP and dignitary invitation workflows for an upcoming high-profile industry conclave. This role requires exceptional attention to protocol, clear communication, and seamless tracking to ensure a high-level attendee experience. Location: Navi Mumbai Time of Work: 2 Months Scope of Work  Target List Management: Build and maintain a comprehensive tracker of high-level contacts, including government officials, industry leaders, institutional representatives, and diplomatic/embassy contacts.  Formal Correspondence: Draft, personalize, and send formal invitation letters and emails tailored to VIP standards.  RSVP & Outreach Management: Proactively follow up via phone and email to track RSVPs, confirm attendance, and chase outstanding responses.  Protocol & Logistics Coordination: Oversee protocol requirements for senior officials, including seating precedence, security clearances, and arrival logistics.  Attendee Tracking: Maintain an up-to-the-minute live list of confirmed delegates and flag outreach gaps for timely escalation. Key Deliverables  Weekly updated RSVP tracker  Finalized confirmed dignitary list (prior to the event)  Standardized invitation templates (email and formal letter)  Day-of VIP contact and logistics sheet Ideal Candidate Profile  Experience: Proven track record in coordinating events involving government, defense, diplomatic, or senior corporate executives.  Protocol Knowledge: Deep familiarity with official etiquette, formal address conventions, and high level correspondence.  Communication: Exceptional verbal and written communication skills.  Working Model: Fully remote, though occasional on-site coordination availability is a plus.

• It is a Full Time Event Management job for candidates with 6 months - 6+ years Experience.