Company Description
Koelnmesse Pvt. Ltd. is the Indian subsidiary of Koelnmesse GmbH, Germany which has been established in 2008 to cater the needs of rising Indian market. The hallmark of a successful trade fair is its ability to bring markets and people together in an efficient and highly professional manner. Events made by Koelnmesse are a promise of top quality.
Location: Mumbai
Department: Sales
Reports To: Portfolio Director
Job Summary
The Assistant Project Director will support the planning, execution, and successful delivery of exhibitions and trade shows. This role involves end-to-end project coordination, stakeholder management, budgeting support, and ensuring that events are delivered on time, within scope, and to the highest quality standards.
Key Responsibilities
1. Project Planning & Execution
- Assist in developing comprehensive project plans, timelines, and budgets for exhibitions
- Coordinate all phases of event execution from concept to post-event closure
- Ensure adherence to project milestones and deadlines
2. Stakeholder Management
- Liaise with exhibitors, sponsors, vendors, contractors, and internal teams
- Support in managing key client relationships and ensuring expectations are met
- Act as a point of contact for operational queries
3. Vendor & Operations Management
- Coordinate with venue authorities, contractors, fabricators, logistics partners, and service providers
- Ensure timely setup and dismantling of exhibition infrastructure
- Monitor vendor performance and ensure quality standards
4. Budgeting & Cost Control
- Assist in budget preparation and tracking
- Monitor expenses and ensure cost optimization
- Support in vendor negotiations and procurement processes
5. On-site Event Management
- Oversee on-ground execution during the exhibition
- Handle operational issues, troubleshooting, and crisis management
- Ensure smooth visitor flow, exhibitor satisfaction, and compliance with safety standards
6. Cross-functional Coordination
- Work closely with sales, marketing, finance, and production teams
- Align event objectives with business goals and client expectations
- Support marketing initiatives for exhibitor and visitor engagement
7. Reporting & Documentation
- Maintain project documentation, contracts, and reports
- Prepare post-event analysis, including performance metrics and feedback
- Track KPIs and suggest improvements for future events
Key Requirements
Education & Experience
- Bachelor's degree in Event Management, Business Administration, or related field
- 5–10 years of experience in exhibition/event project management
- Experience in large-scale trade shows or B2B exhibitions preferred
Skills & Competencies
- Strong project management and organizational skills
- Excellent communication and stakeholder management abilities
- Ability to multitask and manage multiple projects simultaneously
- Problem-solving and decision-making skills under pressure
- Proficiency in MS Office and project management tools
Personal Attributes
- Detail-oriented and highly organized
- Proactive and solution-driven mindset
- Strong leadership support capabilities
- Willingness to travel and work flexible hours during events
Key Performance Indicators (KPIs)
- Timely delivery of projects within budget
- Exhibitor and stakeholder satisfaction levels
- Operational efficiency during events
- Vendor performance and cost management
- Post-event evaluation outcomes
Preferred candidate with experience in the exhibition industry.
