Position: Event Operations Analyst
Location: Offshore - Bengalore, India - hybrid 3 days in office
Duration: Perm/ Full time role through 10/1
Rate: $81,072.65 - $178, 359.84 monthly INR
Start: ASAP
MUST HAVES:
- 3-5 years of experience in event operations, marketing operations, procurement operations, or a finance and process-heavy operational role
- Hands-on experience with invoicing workflows, PO or PR processes, and vendor management in a corporate environment
- High attention to detail with strong follow through, comfortable managing multiple parallel deadlines
- Strong stakeholder management and communication skills across finance and marketing partners
- Advanced proficiency in spreadsheets and operational trackers, with comfort building and maintaining systems that drive visibility and efficiency
Plusses:
- Familiarity with platforms and systems such as Salesforce and expense tools, or similar tool stacks
- Demonstrated experience mapping, improving, or standing up workflows, tools, or SOPs for a growing or evolving team
Day to Day:
An Insight Global Client is hiring an Event Operations Coordinator to support the operational and administrative backbone of the global events program. This role partners closely with the Director, Global Events and event managers to keep the function structurally organized by managing purchase requests, purchase orders, invoicing, budget tracking support, vendor documentation, and the processes and procedures that keep programs moving smoothly. The right person is highly organized, comfortable working across finance, procurement, and marketing partners, and thrives in an environment with multiple workstreams and tight timelines.This role plays a critical part in establishing the operational foundation of the Global Events function by mapping workflows, translating company finance and procurement requirements, and building scalable systems that enable the team to operate efficiently.
Financial Administration and Procurement Operations
- Own financial administration for the global events team, including end‑to‑end invoice processing (intake, validation, approval routing), coordination with finance for timely payment, and clean accruals and close support
- Create and manage purchase requests and purchase orders, track status, and resolve mismatches between invoices, POs, and receiving documentation
- Build and maintain a centralized vendor payment tracker and monthly forecast view to support visibility and planning
Process, Tools, and Documentation
- Map, document, and optimize Global Events workflows to establish scalable, repeatable operational processes
- Translate company finance and procurement requirements into clear, usable workflows, tools, and guidance for the events team
- Build and maintain operational tools, trackers, and SOPs that enable efficient, compliant event execution
- Contribute to improving the team's operating cadence, templates, SOPs, and trackers to keep workstreams consistent and audit ready
- Maintain a centralized repository for event documentation, including vendor contracts, SOWs, insurance certificates, W9s, and other required compliance and procurement artifacts
- Support event technology operations as needed, including registration platform support, data hygiene, and post event exports and reporting workflows
Cross Functional Coordination and Operational Support
- Serve as the operational bridge between Global Events and finance, procurement, legal, and key vendor partners to unblock approvals and keep timelines on track
- Support on site operations as needed, including shipping and inventory tracking, badge and materials coordination, and onsite readiness checklists
- Assist with post event wrap, including invoice closeout, final budget reconciliation support, and lessons learned documentation
What Success Looks Like
- Creates a single source of truth tracker for PRs, POs, invoices, and payment status
- Documents the current workflow and implements a clear, repeatable intake and approval process
- Reduces aging invoices and eliminates missing information through a repeatable intake checklist
- Establishes a predictable monthly cadence for budget tracking support and finance coordination
- Global Events Team operates with consistent templates and SOPs for procurement, invoicing, and vendor documentation
