GEO Events - Chennai, Mumbai

Position Title: GEO Events & Protocol Officer · School/Division: Office of the DVCE · Centre/Section: Pro Vice Chancellor Global Engagement · Supervisor Title: Project Director India Operations · Location: Mumbai · CTC: Up to 15L (All Inclusive) · Employment Type: Full Time, 2 Ye ...

Job description

Position Title: GEO Events & Protocol Officer

School/Division: Office of the DVCE

Centre/Section: Pro Vice Chancellor Global Engagement

Supervisor Title: Project Director India Operations

Location: Mumbai

CTC: Up to 15L (All Inclusive)

Employment Type: Full Time, 2 Year Contract(High Possibility of Extension)

Your Work Area

The Events, Protocol and Visits function supports UWA Indias institutional presence through the planning, coordination, and delivery of visit programs, high-level events, and formal engagements involving senior leadership, government officials, academic leaders, industry partners, and international delegations. The role also provides project office coordination and administrative support, ensuring smooth execution of visit itineraries, meetings, events, and related operational tasks in line with UWAs brand, protocol, and governance standards.

Reporting Structure

Reports to: Project Director – India Operations

Your Role

The Events & Protocol Officer is a proactive, detail-oriented role responsible for supporting a wide range of visit programs, institutional events, and protocol-led engagements for UWA India. The role ensures the smooth functioning of events, visits, and project office activities through effective coordination, process execution, itinerary management, and on-ground operational support. It plays a key role in delivering professional, well-managed engagements that reflect UWA's global standing and cultural sensitivity in the Indian context.

Key Responsibilities

Events & Visit Program Support

• Support the planning and delivery of institutional events, visit programs, meetings, launches, seminars, conferences, and official ceremonies.
• Coordinate logistics including venues, travel, accommodation, catering, transport, and on-ground arrangements.
• Prepare and manage detailed event and visit run-sheets, schedules, guest lists, and checklists.
• Provide on-site operational support during events and visits.

Protocol & Dignitary Engagement

• Support protocol requirements for visits involving senior academics, government officials, diplomats, industry leaders, and international delegations.
• Assist with seating plans, order of precedence, ceremonial arrangements, and formal etiquette requirements.
• Coordinate invitations, confirmations, official correspondence, and briefing materials.

Itinerary & Coordination Management

• Develop, maintain, and manage visit itineraries and meeting schedules.
• Coordinate across internal teams, partners, and external stakeholders.
• Act as a central coordination point for visit-related information and updates.

Project Office & Administrative Support

• Provide administrative and coordination support to the Project Office.
• Track actions, timelines, and deliverables related to events and visits.
• Maintain records, documentation, and post-event reports.
• Support basic budget tracking and vendor coordination.

Brand, Compliance & Quality

• Ensure events and visits align with UWA brand guidelines and professional standards.
• Support coordination with communications teams for event collateral and media needs.
• Ensure compliance with safety, security, and governance requirements.

Selection Criteria

Essential:

• Qualifications in Event Management, Hospitality, Marketing, Communications, Public Relations, or related field, or equivalent experience.
• Experience in event coordination, visits management, or administrative/project support roles.
• Strong organisational skills with high attention to detail.
• Excellent coordination, communication, and interpersonal skills.
• Proactive, hands-on execution-focused approach.

Desirable:

• Experience supporting senior leadership or dignitary engagements.
• Experience in higher education, government, or international organisations.
• Familiarity with Indian protocol norms.
• Experience working with vendors and service providers.

Special requirements (selection criteria)

• Provision of support for University needs will require availability out of ordinary working hours i.e. weekends and evenings
• Availability to undertake extensive travel within the South Asia region and other regions of importance to UWA and at least once a year to Australia
• This position is open to South Asian citizens or applicants with relevant rights to work in South Asia

Compliance

Ensure you are aware of and comply with legislation and University policy relevant to the duties undertaken, including:

• The University's Code of Conduct
• Inclusion and Diversity
• Safety, health and wellbeing