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Event Operations Executive

2 weeks ago

Karachi, Sindh, Pakistan Star HRS Private Limited. Full time 1,200,000 - 3,600,000 per year

Job Title: Event Management Executive

Location:
Karachi, Pakistan

Organization Type:
Exhibition Sector

Experience Required:
Minimum 4 Years

Employment Type:
Full-Time

About the Organization

Our organization is a consortium formed by the team that pioneered the exhibition industry in Karachi in 2000. With over two decades of expertise, strong industry knowledge, and a wide professional network, we are recognized for delivering large-scale exhibitions, conferences, and commercial events across Pakistan. We bring together strategic planning, flawless operations, and innovative concepts to create impactful industry platforms.

Position Overview

We are seeking
motivated and experienced Event Management Executives

to join our dynamic team in Karachi. The ideal candidates will have hands-on experience in planning and executing exhibitions, conferences, and corporate events. This role requires a balance of operational understanding, vendor coordination, client servicing, and strategic execution. Candidates should be tech-savvy, organized, and collaborative, with the ability to manage multiple aspects of event planning in a fast-paced environment.

Key Responsibilities

1. Event Planning & Coordination

  • Develop detailed event management plans including timelines, logistics, and task allocations for exhibitions, conferences, and commercial events.
  • Coordinate with internal teams to align operational, marketing, sales, and branding requirements for each event.
  • Participate in venue inspections, feasibility studies, and floor plan development.
  • Support in preparing operational layouts, booth allocations, and exhibitor communication materials.

2. Vendor & Stakeholder Management

  • Identify and liaise with reputable vendors and suppliers in the local events industry (e.g., fabrication, décor, AV, electrical, security, catering, etc.).
  • Ensure timely and high-quality delivery of services through effective coordination and follow-ups.
  • Assist in negotiating vendor terms and ensuring compliance with quality and safety standards.
  • Build and maintain strong professional relationships with suppliers, exhibitors, partners, and government bodies.

3. On-Site Event Execution

  • Supervise on-ground activities during event build-up, show days, and dismantling phases.
  • Coordinate with various teams to ensure smooth flow of operations, branding installations, exhibitor assistance, and visitor management.
  • Address real-time challenges with quick problem-solving and clear communication.
  • Ensure all health, safety, and security measures are implemented on-site.

4. Documentation & Reporting

  • Prepare and maintain event-related documentation including vendor lists, operational checklists, exhibitor communications, and reports.
  • Support budget tracking and assist in managing financial documentation for vendors and contractors.
  • Contribute to post-event debriefs and evaluation reports highlighting key learnings and improvements.

5. Technology & Communication

  • Use digital tools and platforms for scheduling, reporting, and event communication.
  • Maintain regular communication with internal teams and external stakeholders for seamless information flow.
  • Contribute ideas for process improvement and digital transformation in event execution

Qualifications & Requirements

Education:
Bachelor's degree in Event Management, Business Administration, Marketing, Mass Communication, or a related field.

Experience:
Minimum
2 years
of relevant experience in the exhibitions, conferences, or corporate events industry in Pakistan.

Knowledge:

  • Understanding of both
    operational and strategic aspects
    of event management.
  • Familiarity with local venues, suppliers, and logistics networks.
  • Ability to support events across multiple cities in Pakistan when required.

Skills:

  • Excellent organizational, communication, and multitasking abilities.
  • Strong vendor coordination and stakeholder management.
  • Proficiency in MS Office, Google Workspace, and event management software.
  • Fluency in English and Urdu (written & spoken).

Personality Traits:

  • Pleasant, professional, and approachable demeanor.
  • Tech-savvy with a proactive and solution-oriented mindset.
  • Team player with the ability to work under pressure and tight deadlines.

Why Join Us

  • Work with industry pioneers and professionals with over 20 years of experience.
  • Be part of large-scale, high-impact exhibitions and conferences across Pakistan.
  • Gain exposure to industry networks and professional growth opportunities.
  • Collaborative and dynamic work environment encouraging innovation.