ROLE OVERVIEW
The Event Co-ordinator will report to the S&E Manager. The role will play a pivotal role in the coordination of the various cultural events and programs, to ensure the best member experience. She/he will coordinate and oversee any event set-up required for Cultural Programmes, which spans the Club’s 5 programming pillars (Wellness, Creators, Futures, Encounters & Epicures).
KEY OBJECTIVES & DELIVERABLES
- Assist with logistics for event setup for all cultural programmes by independently liaising with vendors & staff on event requirements such as booking AV equipment, furniture, flights & hotels.
- Flesh out technical aspects of the event, such as itineraries and rundowns, floorplans, seating arrangements to ensure the best experience for members.
- Support the coordination of production or procurement of event materials (such as menus, placards, event signages and marketing collaterals), as well as other relevant collaterals and materials (such as lanyards, name tags, stationery and so on).
- Project manage timelines in ensuring the successful and punctual delivery of event logistics, décor and materials, towards the overall success of the event.
- Critically analyse and resolve challenges to the best of the situation with close consultation of the respective teams.
- All other duties expected within the reasonable means.
ADMINISTRATION:
- Taking minutes at relevant meetings (ideation, postmortem & debriefs) and communicating it within relevant departments.
- In collaboration with the Reception and Reservation Team, books and manages member events and RSVPs on our event management system, TripleSeat and Sevenrooms, as well as enters and retrieves information contained in events databases such as CMS to update records, files, reservations, and answer inquiries from guests.
- Assist in administrative tasks, including accurate and updated reporting of guestlists and attendance, event forecast sheets, internal debrief, external feedback forms and in updating the team on RSVP performances.
EVENT OPERATIONS:
- Under the guidance of the S&E Manager, distribute the Cultural Event EOs to the Club Team and ensure the relevant stakeholders have all information to deploy the events to the highest standards.
- Be responsible for the Company assets and inventory purchased for the execution of the cultural programming.
The need for flexibility
An essential part of this role is to be flexible with the needs of Mandala Club, and to be willing to work the required operational hours. The Mandala club operates across multiple sites, at night, on weekends and holidays and your roster will reflect this based on your role and responsibilities.
