Events & Operations - Manager

Events & Operations Specialist

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

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.

• 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.

• 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.

• 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.

• 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.

• 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.