KL Assistant Event Manager

THE ORGANISATION:

You can take pride knowing that you will be working with the largest individual-member organisation serving managers, engineers, scientists, and other professionals worldwide in the upstream segment of the oil and gas industry – a vital energy and material resource. From our beginning in the early 1900’s, SPE has grown to nearly 119,000 members in 138 countries. SPE is a not-for-profit organisation with operations around the world.

THE OPPORTUNITY:

In this role, you will be responsible for overseeing and executing event and project operations, as well as providing administrative support across various assignments. Key duties include coordinating and managing technical program development and delivery, handling speaker and author relations, managing event registration, and overseeing logistics and client services related to sponsorships and exhibitions for workshops, symposia, and conferences.

As the Assistant Event Manager, you will also drive the implementation and continuous improvement of project coordination, event operations, and registration processes. Additionally, you will lead a team, ensuring their performance, training, and scheduling are effectively managed to achieve high-quality results.

THE IMPACT YOU WILL MAKE IN THIS ROLE:

Team Leadership:

• Supervise and guide a team of coordinators and assistants.
• Assign tasks, monitor performance, and provide training to ensure quality and timely delivery.
• Implement and continuously improve project coordination, event operations, and registration processes.

Project Coordination and Event Administration:

• Prepare and manage detailed event production schedules, timelines, and project plans.
• Coordinate committee formations, including identifying suitable candidates, managing nominations, sending invitations, and onboarding committee members.
• Provide comprehensive administrative support to project leads and committees, ensuring seamless planning and coordination of all event components, including educational, social, and technical programs.
• Communicate effectively with authors, speakers, and discussion leaders to manage the submission of abstracts, manuscripts, and presentation materials.
• Collaborate with marketing teams to produce promotional materials, including copywriting and inventory management.
• Manage event databases, ensuring accurate record-keeping and reporting.
• Conduct risk assessments and develop contingency plans to address potential issues in event delivery.
• Facilitate post-event debriefs and compile comprehensive reports to assess event success and areas for improvement.

Event Registration:

• Oversee the entire registration process, including event setup on registration systems, onsite setup, and post-event reporting.
• Manage external vendors and temporary staff for larger events, ensuring seamless registration operations.

Logistics and Client Services for Sponsorship and Exhibition:

• Liaise with venues, exhibition contractors, audio-visual vendors, IT service providers, and premium suppliers to manage all logistical aspects of event operations.
• Oversee the setup and breakdown of event spaces, ensuring that room configurations, F&B orders, audio-visual needs, IT requirements, and safety protocols are met.
• Ensure that all sponsorship and exhibition deliverables are executed to the highest standard, managing client services from initial contact to post-event follow-up.
• Coordinate with sponsors and exhibitors to manage their logistical needs, including booth setup, signage, and promotional materials.
• Develop and manage detailed logistical plans, including transportation, accommodation, and on-site coordination for staff and speakers.
• Monitor the quality and performance of all logistical elements during the event, addressing issues as they arise and ensuring a seamless experience for all participants.
• Maintain up-to-date knowledge of venue capabilities, supplier offerings, and industry best practices to optimise event logistics and client services.

Financial Management:

• Participate in budget planning and financial monitoring related to event operations, registration, sponsorship, and exhibition logistics.

YOUR SKILLS AND EXPERTISE:

• Relevant Diploma or Degree with a minimum of 6-8 years of experience in event management or a related field.
• Strong organisational, analytical, and communication skills, with the ability to work independently and harmoniously on a wide range of projects with members, fellow staff, and hospitality industry suppliers.

ADDITIONAL ATTRIBUTES FOR SUCCESS IN THIS ROLE:

• Excellent command of English, with additional languages like Bahasa Malaysia or Mandarin being an advantage.
• Proficiency in MS Word, Excel, PowerPoint, and other relevant IT systems.
• Ability to travel internationally for onsite event management and meetings.
• Self-motivated, detail-oriented, and results-driven with the ability to manage multiple projects simultaneously.

BENEFITS AND PERKS:

The following benefits apply to SPE Malaysia employees and similar benefits may apply to global offices.

• Long Weekends: if you enjoy long weekends, you will really appreciate our 9/80 schedule which allows for every other Friday off!
• Medical Benefits Starting Day 1: all the great medical benefits that you would expect from a top employer with multiple available plans to fit your needs – medical, dental, vision (starting from your first day of employment – no waiting period)
• Hybrid Work Model: your role may allow you to work remotely several days a week.
• Employee Well Being Program: at no cost to employee - includes emotional support, work-life solutions, and online support for expert advice.

To avoid delays in considering your application, please complete all questions within the application including your expected salary range for this role.

Society of Petroleum Engineers is an Equal Opportunity Employer.

We welcome diversity in our workforce and encourage all qualified applicants to apply.