Events & Operations Specialist

LOCATION / REPORTING / DEPARTMENT

Location: Mumbai
Employment Type: Project (1 Month)
Reporting To: AVP – Events
Department: Marketing

Role Overview

The Events & Operations Specialist 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 ResponsibilitiesEnd-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.

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.

Events & Operations - Manager