Job openings for Event Manager in Cbd Belapur Navi Mumbai

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 highlevel correspondence.
 Communication: Exceptional verbal and written communication skills.
 Working Model: Fully remote, though occasional on-site coordination availability is a plus