Delegate engagement & relations executive

Role Overview

We are looking for an organized, energetic, and people-oriented Delegate Coordinator to support the planning and execution of events, conferences, exhibitions, and corporate gatherings. The role involves coordinating with delegates, speakers, clients, vendors, and internal teams to ensure a smooth and professional event experience from registration through completion.

Key Responsibilities

 Coordinate delegate registration, confirmations, invitations, and attendance tracking.

 Act as then primary point of contact for delegates before, during, and after events.

 Handle delegate queries through phone, email, and other communication channels.

 Maintain accurate delegate databases, contact details, and event records.

 Coordinate travel, accommodation, transportation, and other delegate requirements when applicable.

 Support the preparation of delegate kits, badges, welcome materials, and event documentation.

 Coordinate with speakers, VIP guests, clients, vendors, and internal teams to manage event requirements.  Assist with event check-in, registration desks, seating arrangements, and on-ground delegate management.

 Monitor event schedules and ensure delegates are guided to the appropriate sessions, meetings, or activities.

 Support the team in resolving last-minute delegate issues and on-ground challenges.

 Follow up with delegates for confirmations, feedback, and post-event requirements.

 Prepare basic reports related to registrations, attendance, participation, and delegate feedback.

 Ensure a high-quality delegate experience and maintain professional communication throughout the event lifecycle.

 Be available to travel and work flexible hours, including weekends or extended hours, during events when required.

Required Skills

 2-5years of experience in event management, delegate coordination, conferences, exhibitions, hospitality, or a related field.

 Experience in speaking to CXOs from Large enterprises, Marcom & corp com teams.  Excellent verbal and written communication skills.

 Strong coordination and interpersonal skills.

 Good organizational and time-management abilities.

 Comfortable handling multiple tasks and deadlines simultaneously.

 Proficiency in MSOffice/Google Workspace and basic database or registration tools.

 Ability to remain calm and solution-oriented in a fast-paced event environment.

 Professional appearance and a customer-service-oriented approach.

 Willingness to travel and work flexible hours based on event requirements