Contract period : June - December 2024
Key Responsibilities
- Support events project team including conferences, exhibitions, virtual events and other ad hoc meetings.
- Running virtual events and webinars, platform set up, speaker liaison, and live stream coordination including chasing speakers recording & webinar materials, designer and editor, prepping speaker onboarding, conduct tech checks and rehearsals, webinar show calling etc.
- Ability to liaise with senior industry stakeholders with effective communication and language.
- Manage exhibitor and sponsor logistics to ensure all sponsor and exhibitor packages are fulfilled as sold by the portfolios, including event floorplan.
- Production and timely communication of correct and detailed technical manuals for exhibitors.
- Manage all speaker requirements (C-Suite / Senior Management level) to ensure that the conference programmes run smoothly.
- Arrange travel and accommodation for staff and speakers within a pre-set budget.
- Respond quickly and calmly to requests from speakers, sponsors, overseas partners and exhibitors pre-event and onsite.
- Manage suppliers and orders for all event signage, AV, venue, catering, printings, sponsored items etc.
- Manage the costs, prepare and report event budgets including raising purchase orders,obtaining final costs and signing off invoices with approval.
- Develop a thorough understanding of health & safety principles and ensuring all parties are in compliance.
- Assist the Operations team with any other ad hoc tasks as required. Includes ad-hoc administration tasks as required by Head of Operations.
- Work as part of a team delivering the operations for medium/ large conferences and Exhibitions.
- Available to travel in APAC.
- Report to Operations Director, and work closely with the Portfolio Directors, Producers, the project team and other Operations team members to seamlessly deliver the event.
Knowledge, Skills, Attitude and Behaviour:
- Demonstrate clear and effective communication of ideas and processes
- Experience in the MICE industry and virtual events is desirable
- Organised and methodical
- Strong social and communication skills
- Fluent in both English and Chinese, both spoken and written
- Able to deal with a broad range of people
- Self-motivated and able to take responsibility
- Keen to embrace and learn to use new technology and IT systems
- Able to work within a team
- Adaptable
- Problem solver
- Good attention to detail
- Able to manage time effectively
- Work calmly under pressure
- Prepared to work additional hours and weekends in the lead up to events (when necessary)
