MICE Operations Executive / Coordinator

VIVA Trip – Madrid, Spain | Full-time | On-site | 09:00–18:00

About VIVA Trip

VIVA Trip is the destination management subsidiary of Sichuan HiSEAS International Tourism Co., Ltd., responsible for destination operations, supplier contracting and operational support across Spain and Portugal. As part of the Group’s European network, VIVA Trip provides destination services for leisure groups, tailor-made tours, MICE events and educational programmes.

We are looking for a motivated and highly organized MICE Operations Executive / Coordinator to join our Madrid team. The successful candidate will coordinate MICE groups and events in Spain and Portugal, from the initial quotation and planning stage through to the final operation on site.

Experience working with the Asian market, particularly Chinese clients, companies or travel agencies, will be considered a strong advantage.

Key Responsibilities

- Plan and coordinate MICE groups, corporate events, incentives, conferences and special programmes in Spain and Portugal.
- Manage the operational process from quotation to final delivery.
- Coordinate hotels, restaurants, transportation, guides, activities, venues and other local suppliers.
- Prepare itineraries, programmes, operational documents and event schedules.
- Coordinate airport transfers, dinners, excursions, activities and special events.
- Support on-site operations when required.
- Ensure all services are delivered according to client requirements.
- Handle last-minute changes and operational emergencies efficiently.
- Prepare MICE quotations and proposals for international clients and Group offices.
- Request and negotiate rates, availability, payment terms and cancellation conditions with suppliers.
- Develop new MICE experiences, venues, restaurants, activities and event concepts suitable for international and Asian clients.
- Conduct supplier visits, venue inspections and service evaluations.
- Maintain strong relationships with hotels,



restaurants, transportation companies, guides, venues and activity providers.
- Communicate regularly with our offices and clients in Asia and Europe.
- Provide professional and timely responses to enquiries and operational requests.

Requirements

- Previous experience in MICE, DMC, tourism, events, hospitality or travel operations.
- Experience working with the Asian market, especially Chinese clients, travel agencies, companies or international groups, is highly valued.
- Experience in handling international groups and corporate clients.
- Excellent organizational and coordination skills.
- Strong attention to detail and ability to manage multiple tasks simultaneously.
- Good communication and negotiation skills.
- Ability to work under pressure and deal with last-minute changes.
- Proactive, responsible and solution-oriented.
- Good knowledge of Madrid and/or other destinations in Spain is an advantage.
- Good computer skills, particularly Microsoft Office and Excel.
- Fluent English and Spanish are required.
- Chinese/Mandarin or another Asian language is a strong plus.
- Understanding of Asian business culture and client expectations is an advantage.
- Availability to occasionally work outside normal office hours or on weekends when groups or events are operating.

What We Offer

- Full-time position based in Madrid.
- Working hours: Monday to Friday, 09:00–18:00.
- Office located close to Glorieta de Quevedo, Madrid.
- International and multicultural working environment.
- Opportunity to work with international and Asian MICE groups and corporate events.

The adecuado candidate understands that Asian clients can have different expectations regarding communication, service, timing, meals, logistics and event organization, and is comfortable adapting destination services to these requirements.

To apply: Please send your CV and a short introduction explaining your relevant experience in MICE, tourism, events, destination management and, if applicable, experience working with Asian or Chinese clients.

📌 MICE Operations Executive / Coordinator (Madrid)
🏢 VIVA TRIP
📍 Madrid