Project Executive – Exhibitor Engagement & Sales Support

Office Location: Adyar, Chennai

Engagement: Project-based

Reporting To: Project Lead / Project Manager

Contract start date: 1st October 2026

End date: 15th November 2026

Role Overview

We are looking for a proactive and communication-oriented Project Executive to support exhibitor acquisition and engagement for an upcoming event. The role will involve connecting with prospective and previous exhibitors, presenting participation opportunities, supporting the registration process, and managing exhibitor queries throughout the project lifecycle.

The appointed person will be responsible for reaching out to companies and ensuring a smooth and professional experience for exhibitors from the initial conversation through to the completion of the project.

Key Responsibilities

1. Exhibitor Outreach & Engagement

Contact companies that have expressed interest through the event website and understand their requirements.
Brief prospective exhibitors on available exhibition booths, participation options, associated benefits, and costs.
Follow up with interested companies and support them through the registration and confirmation process.
Reach out to companies that participated in the previous edition and encourage them to participate again.
Maintain regular follow-ups with prospective and confirmed exhibitors to drive participation and engagement.

2. Exhibitor Servicing

Act as the primary point of contact for assigned exhibitors during the engagement period.
Respond promptly to exhibitor queries related to participation, booths, registration, and event requirements.
Coordinate internally with relevant project teams to resolve exhibitor queries and ensure timely communication.
Provide ongoing support to exhibitors until the completion of the project.
Ensure that all exhibitor interactions are documented and updated in the relevant tracking system.

3. Project Coordination & Reporting

Maintain an updated database of all companies contacted, follow-ups undertaken, responses received, and participation status.
Track leads through different stages – contacted, interested, follow-up, confirmed, and closed.
Share regular updates with the Project Lead on outreach progress, conversions, pending follow-ups, and key exhibitor concerns.
Escalate issues requiring intervention from the Project Lead or other internal teams.
Support the project team with other exhibitor-related activities as required.

Key Deliverables

Contact and engage with 100+ companies during the project period.
Ensure timely follow-up with all prospective exhibitors.
Support conversion of interested companies into confirmed exhibitors.
Re-engage exhibitors from the previous edition.
Ensure accurate and timely completion of exhibitor registrations.
Provide responsive and consistent exhibitor support throughout the project.
Maintain accurate records and provide regular progress reports.

Skills & Competencies

Excellent verbal and written communication skills.
Strong interpersonal and relationship-building skills.
Comfortable making a high volume of outbound calls and follow-ups.
Strong persuasion, negotiation, and follow-up abilities.
Good organizational and time-management skills.
Ability to manage multiple conversations and follow-ups simultaneously.
Proficiency in MS Office / Google Workspace and basic database or CRM management.
Ability to work independently while coordinating effectively with a larger project team.
A proactive, solution-oriented approach with a strong sense of ownership.

Experience

Experience in sales, business development, client servicing, event management, exhibitions, tele-calling, or a similar role.
Experience in events, exhibitions, B2B engagement, or customer relationship management will be an advantage.

Project Executive

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