Job Title:

Associate/Sr. Associate

Function:

Administration and Operations

Reports to position:

AD/Sr. Manager

Location:

Hyderabad

Reportees to Position:

None or Associate

Band:

A4

Job Purpose

• Responsible for all administrative, logistics, and events-related activities of the RCI and programs in the department.
  

Job Outline

• The job holder is responsible for providing complete back-end support for Programmes/workshops and events.  Coordinate with other departments to ensure all facilities are available for IIDS events and AMPBA residencies.
• The job holder is required to assist in Orientation and Graduation Day events. Ensure all applicants are provided with joining Kits, study material, case studies, etc. Assist with the printing of transcripts and certificates. Ensure smooth coordination with the vendors.
• Manage logistics and operations of Summit/Conferences/Workshop etc. Plan and organize events with attention to financial and time constraints
• Ensure that all departmental documents/data are up to date and easily accessible for audits if any.
• Understand SAP for financial/commercial purposes and effective use of the same. The job holder is responsible for maintaining the SAP systems ensuring proper upload of data as well as collection of data as and when required.

Job Specification

Knowledge / Education

Specific Skills

Desirable Experience

• Bachelor’ degree in hospitality management/master’s in management or a related field is preferred.

• Proven experience in logistics and operations of programme.
  
• Experience in organizing summits and academic conferences.
• Excellent communication skills (verbal and written),
• Excellent interpersonal skills,
• Excellent organization skills
• Customer service orientation
• A knack of problem-solving
• Sense of urgency,
• Ability to manage multiple responses and with multiple stakeholders at the same time,
• Good negotiation skills,
• Excellent in coordination & attention to detail.
• Language proficiency: English and Hindi

S.No

Key Result Area

Activities

Weights

1

AMPBA Programme

• Order joining/welcome kits and study material (after approval from necessary authority) etc. for the new class.
• Blocking of facilities for AMPBA.
• Industry speaker series (travel logistics, accommodations video recording, etc.)
• Coordinate with the vendors and AV team and organize the IT/AV set up for AMPBA events.
• Communicate with the students for the inaugural/orientation/graduation day related activities.
• Aligning alumni for AMPBA interviews.

2

Summit/Conferences/Workshops

• Plan and organize events with attention to financial and time constraints
• Plan event from start to finish according to requirements, target audience and objectives.
• Provide logistics and administration support for summit/conferences.
• Prepare event expenditure for the events and get necessary approvals from finance and other authorities

4

Payment Processing

• Coordinate with vendor and finance/commercial team for all the event invoice processing.
• Responsible to process the invoice and PR/PO for IIDS.

5

MIS Management

• Maintaining MIS of events, workshops, software, payments, and guest speakers
• Archive media repository of events, testimonials, and campaigns.
• Maintaining Archive media repository of events, testimonials, and campaigns, IIDS events, and testimonials- participants, faculty, and guests)

6

Any Other work

• Willingness to do and take responsibility of any other work of the department and programme.

Job Interface/Relationships:

Internal

External

• Finance department
• Commercial department
• IT/AV/DC services
• LRC
• Operations

• Vendors
• F&B service provider
• Travel desk
• Others

Any Other Significant Input

• Travel outstation and work on weekends and holidays will be required for events/summits/conferences.
• The candidate should be willing to travel outstation and work on weekends and holidays.