Event Management Specialist

Event Management Specialist

Selangor, Malaysia

Responsibilities:

Event Planning and Coordination:

• Coordinate with the Country Management Office to define event prioritisation criteria and allocate efforts accordingly.
• Coordinate with relevant internal stakeholders to define event objectives and requirements
• Develop and manage event timelines and logistics
• Liaise with internal stakeholders, external vendors, suppliers, and venues to ensure seamless execution
• Manage and update company’s event calendar
• Assist with preparation and sending of event invites and communication material.

On-Site Event Management:

• Act as the main point of contact for event stakeholders.
• Oversee event setup and execution
• Ensure smooth operations by managing internal stakeholders, external vendors, addressing issues, and resolving challenges during events

Event Advisory and Governance:

• Serve as an advisor and consultant for events where hands-on coordination is not required.
• Provide guidance to employees organising events to ensure alignment with organizational standards and objectives.
• Establish and promote adherence to event processes, ensuring consistency and efficiency across all events.

Stakeholder Engagement:

• Collaborate with stakeholders to ensure alignment with event goals.
• Provide regular updates to stakeholders on event progress.

Administrative Tasks:

• Maintain accurate records of event details, contracts, and expenses.
• Prepare and submit invoices, payments, and reimbursements related to event services
• Prepare post-event reports and analyse feedback to identify areas for improvement.

Compliance and Safety:

• Ensure events comply with legal, safety, and health requirements.
• Manage risk assessments and contingency plans.

Requirements:

• 3-5 years of experience in event planning/coordination.
• Experience in planning and executing town halls, kick-offs, hybrid events and internal employee engagement events is an advantage.
• Excellent organizational and time management skills.
• Strong interpersonal and communication abilities.
• Problem-solving skills and the ability to remain calm under pressure.
• Creativity and an eye for detail.