Events and Program Coordinator

Role Overview- Events and Program Coordinator

Company – IIT Madras alumni association

The Event & Program Coordinator will be responsible for planning, coordinating, and executing alumni events and programs of IITMAA, including reunions, chapter meets, professional networking events, mentoring initiatives, campus-based programs, and flagship alumni gatherings. The role requires strong organizational skills, stakeholder management, and the ability to handle multiple programs simultaneously.

Key Responsibilities

Event Planning & Execution

• Plan and execute IITMAA events including:
• Alumni reunions (milestone batches)
• Chapter and regional meets
• Professional, mentorship, and networking programs
• Campus events, institute collaborations, and flagship alumni events
• Prepare detailed event plans, timelines, and run-of-show documents
• Coordinate logistics such as venues, accommodation, travel, catering, audio-visuals, registrations, and signage
• Manage on-ground execution before, during, and after events

Program Coordination

• Support conceptualization and rollout of alumni programs and initiatives
• Coordinate with internal IITMAA teams, volunteers, and chapter in-charges
• Track program deliverables, milestones, and timelines
• Maintain event calendars and ensure smooth scheduling

Communication & Documentation

• Draft event-related communication including emails, invitations, agendas, and follow-ups
• Coordinate with design and digital teams for event creatives, registrations, and promotions
• Maintain accurate records of registrations, attendance, and feedback

Skills & Competencies

• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• High attention to detail and problem-solving mindset
• Ability to work under tight timelines and during weekends/events
• Stakeholder management and relationship-building skills
• Proficiency in MS Office / Google Workspace (Docs, Sheets, Forms)
• Familiarity with event registration tools and CRM systems is a plus
• Agility in operations – ability to adapt quickly to changing requirements, last-minute updates, and dynamic event environments while ensuring seamless execution

Qualifications & Experience

• Bachelor’s or Master’s degree in Communications, Management, or related fields
• 2–5 years of experience in event coordination, program management, or community engagement
• Experience working with alumni networks, educational institutions, or non-profits is preferred

What We’re Looking For

• Someone who enjoys working with diverse generations
• A proactive, calm, and solution-oriented professional
• Passion for community building, networking, and large-scale events
• Willingness to be hands-on and flexible during events

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