Event Assistant (m/f/d) for an International Conference in Mumbai – Freelance or Fixed-Term

Your mission

Preparation (December–January, approx. 140 h, remote with occasional days in the Berlin office)

• Follow up kindly and persistently when replies are slow – with partners, vendors and local contacts
• Maintain the attendance list and follow up on registration, including support with issuing official visa invitation letters
• Talk plans and processes through with the project lead: ask questions, spot gaps, bring ideas
• Help maintain and test our new Community platform, which launches during the summit, and carefully transfer data where needed
• Prepare content such as presentations, information emails and Community posts
• Handle admin like name tags, print-outs and event materials
• Keep the shared task tracker (Google Sheets) up to date

On site in Mumbai (approx. 31 January – 6 February 2027, approx. 70 h, fully on site)

• Be the one other person besides the project lead who knows all event details
• Be the contact for vendors while the project lead is in a session
• Be the go-to person for participants’ questions about the schedule, transport and venues
• Set up at the three venues, help with AV checks and receive caterers while sessions are running
• Take on whatever comes up last minute – and at events, something always does

Follow-up (February–early March, approx. 30 h, remote)

• Send the feedback survey and thank-you emails
• Reconcile the attendance list, invoices and receipts
• Sort photos and material for the event recap in the Community
• Document the process and lessons learned for future summits

Deine Mission

TUMO is a global network actively shaping the future of education, with centers, teams and partner organizations across Europe, the Americas and Asia. From 3 to 5 February 2027, the TUMO LEADS Summit in Mumbai brings together Center Managers, Team Leads, partner organizations and HQ teams from the worldwide TUMO network: three days at three venues, including TUMO Mumbai, with workshops, showcases and plenty of room for exchange.
For the final weeks of preparation, the event itself and the follow-up, we are looking for an event assistant: someone who supports the project lead from Berlin, thinks along, steps in wherever help is needed, and travels with us to Mumbai. You won’t be handling local coordination alone: our team in Mumbai shares the planning and communication with local partners, and the project lead in Berlin remains your main contact. If it is a good fit for both sides, the collaboration may develop into a permanent role in our international Community team.
Freelance or fixed-term part-time employment | Berlin (remote + occasional office days) + on site in Mumbai | approx. 240 hours | December 2026 – early March 2027

Your profile

• Experience organizing events or conferences, ideally international ones
• You enjoy working with people, listen well and find the right tone – also when things get hectic
• You communicate clearly and confidently, in writing and in person, and stay friendly but persistent until you get an answer
• You enjoy working with people from different cultures and approach new contexts with openness and respect
• You get up to speed quickly, keep the overview and stay calm under time pressure
• Careful handling of lists and personal data; Google Workspace, Excel and PowerPoint are second nature to you
• Fluent English
• Availability to travel to Mumbai from approx. 31 January to 6 February 2027, and a valid passport
• Permission to work in Germany; for a freelance contract, also permission to be self-employed and your own German tax number

Nice to have

• Experience in India, ideally Mumbai
• Experience with online communities or moving data between platforms
• Further languages such as Hindi, French, Portuguese or Russian. German is helpful but not required

Why us?

• A clearly defined project of approx. 240 hours from December 2026 to early March 2027 – as a freelance contract or as fixed-term part-time employment
• Mostly remote with flexible hours, plus occasional planning days in the Berlin office
• Flight, hotel and visa covered, plus a daily meal allowance in Mumbai
• Insight into an international network with teams across Europe, the Americas and Asia
• An organization that values creativity, initiative and openness
• The option to grow into a permanent role in the international Community team, if there is mutual interest

How to apply

Please apply by 16 November 2026 with your CV, two or three events you have worked on, and a few lines on why this role appeals to you. Let us know whether you would prefer to work freelance or in a fixed-term position. We review applications as they come in and hold interviews from 17 to 21 November.