Exhibition Executive (Contract)

Contract Role: January 2025 - April 2025

The Exhibition Executive will support the Exhibition Manager in the planning, coordination, and execution of the exhibition components of the event. This role involves contributing to the seamless delivery of the exhibition by handling day-to-day tasks related to logistics, vendor management, and on-site operations. The Exhibition Executive will work closely with the Exhibition Manager to ensure that the exhibition aligns with the event’s objectives, maintains brand consistency, and meets operational and quality standards.

Reporting To: Exhibition Manager

Key Responsibilities:

Exhibition Support and Coordination:

• Assist the Exhibition Manager in implementing the strategic vision for the exhibition components.
• Support the development and coordination of the exhibition planning, ensuring timelines are followed and deadlines are met.
• Maintain and organize project documentation, including timelines, task lists, and progress reports.
• Assist with the layout and design implementation for exhibition booths and other experiential spaces.

Logistics and Operations:

• Assist in the logistical planning and management of exhibition elements such as booth installations, technical setups, and branding.
• Coordinate with local and international shipping providers to ensure smooth transport, customs clearance, and storage of exhibition materials.
• Provide support during on-site installations, troubleshooting issues and ensuring smooth operations.
• Manage visitor flow and ensure all exhibition materials are in place as per pre-defined designs.

Compliance and Risk Management:

• Ensure all exhibition components comply with local health and safety regulations.
• Assist with risk management processes, including adherence to security protocols and insurance requirements.

Stakeholder and Vendor Management:

• Coordinate with local vendors, contractors, and suppliers to ensure all service agreements are met.
• Serve as a point of contact for exhibitors and stakeholders, ensuring their needs are addressed promptly.
• Help manage relationships with logistics providers, installation teams, and other external partners.

Financial Management:

• Assist in monitoring exhibition budgets, tracking expenditures, and flagging any potential variances.
• Support cost-saving initiatives without compromising quality or attendee experience.

Post-Event Analysis and Reporting:

• Contribute to post-exhibition evaluations by gathering feedback from exhibitors, attendees, and team members.
• Assist in the preparation of reports highlighting successes, challenges, and recommendations for future improvements.

Requirements:

Experience:

• Minimum of 2-3 years’ experience in supporting exhibitions, roadshows, or events, preferably in the tech or global event space.
• Basic understanding of exhibition design, logistics, and event production processes.
• Experience in coordinating international logistics and managing on-site event support.

Skills:

• Strong organizational and project management skills with the ability to handle multiple tasks under tight deadlines.
• Good interpersonal and communication skills, with the ability to collaborate effectively with internal teams and external partners.
• Problem-solving skills and attention to detail, with a proactive approach to addressing issues.
• Familiarity with project management software and tools (e.g., Asana, Microsoft Project, Trello) is a plus.

Additional Requirements:

• Flexibility to work long hours, including weekends and holidays, depending on the roadshow schedule and during peak event periods.
• Ability to work in a fast-paced environment with multiple deadlines.
• Ability to work in high-pressure environments and in diverse and sometimes unpredictable circumstances.
• Ability to work independently and with teams across different countries and time zones.

This role offers an exciting opportunity for an experienced Exhibition Executive ready for their next challenge. The ideal candidate will be a self-starter, service-focused, and have strong project management capabilities.

This job description serves as a general overview of the role and its responsibilities and expectations may vary from time to time.