KL Event Specialist

Society of Petroleum Engineers (SPE)

Job Title: Event Specialist/Assistant Event Manager

Overview:

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.

This position is responsible for leading and supporting the successful planning, coordination, and execution of various events and projects, including but not limited to workshops, symposia, conferences, exhibitions, and training courses. The role requires minimal supervision from the Senior Event Manager and involves managing 1–2 direct reports.

Job Purpose:

We are seeking a dynamic and experienced Event Portfolio Manager to join our team. The ideal candidate will excel in overall business planning and strategy, event/project management, and sponsorship/exhibition management. If you are a highly organized professional with a passion for creating and executing impactful events, we want to hear from you!

Key Duties & Responsibilities:

1. Overall business planning and strategy:
   • Develop and execute comprehensive event/portfolio plans aligned with business goals.
   • Conduct market research to identify industry trends and attendee preferences.
   • Establish budgets, allocate resources, and ensure financial goals are met.
   • Prepare detailed reports for management and the Board of Directors.
   • Stay informed about SPE programmes and activities and promote them actively.
2. Event/Project and Programme Management:
   • Committee / Stakeholder Management:
     • Engage with internal and external stakeholders to understand their needs and expectations.
     • Manage the committee formation process, including identifying committee representations, handling nominations, sending invitations, and onboarding members.
     • Collaborate closely with committee members to define event/project objectives and priorities.
     • Facilitate regular meetings by preparing agendas, recording minutes, and ensuring effective communication and decision-making.
     • Support committee members in their roles and responsibilities by offering guidance and assistance as needed.
     • Provide secretariat support to committee members for planning and coordinating event components, including educational sessions, young member activities, recognition (Awards), social and technical programmes.
   • Programme / Content Management:
     • Collaborate with the committee to solicit, review, and develop high-quality technical programmes and content.
     • Curate relevant topics, themes, and sessions to create diverse and engaging plenary and panel discussions that meet the interests and needs of the audience.
     • Communicate with authors, discussion leaders, and speakers regarding the submission of abstracts, manuscripts, and presentation materials.
     • Assist in preparing and supporting the production of marketing collateral, promotional materials, and content creation.
   • Sponsorship and Exhibition Management (SPEX):
     • Oversee and support the sales team in creating SPEX packages, marketing collateral, promotional timelines, and content writing.
     • Collaborate with the sales and operations teams to ensure the successful delivery of SPEX commitments.
     • Facilitate sponsor activations, branding opportunities, and promotional activities throughout the event/project lifecycle.
   • Marketing and Promotion:
     • Collaborate with the marketing team to execute marketing strategies and timelines aimed at promoting the event and driving attendance.
     • Leverage various channels, including email, social media, and advertising, to reach a broader audience.
   • Venue Selection and Logistics Management:
     • Serve as the key liaison for the event/project.
     • Conduct site and venue inspections, selection, and management.
     • Coordinate logistics related to venue setup, layout design, audiovisual equipment, staging, and signage.
     • Ensure compliance with health and safety regulations and other legal requirements.
     • Plan, allocate, and oversee on-site resource management.
   • Finance and Administration:
     • Develop and monitor event/project budgets, ensuring alignment with financial outcomes.
     • Process invoices, track expenses, and reconcile financial records in accordance with organisational policies and procedures.
     • Maintain accurate records and documentation related to the event/project, including contracts, agreements, and correspondence.
     • Conduct evaluations of events/projects to assess success and identify areas for improvement.
     • Prepare comprehensive post-event reports, including financial summaries, attendee feedback, and lessons learned.
     • Prepare and send appreciation letters to committees, speakers, key stakeholders, and sponsors.
     • Assist with staff travel arrangements as needed, including visa application letters, itineraries, schedules, and scripts.
   • Others:
     • Maintain competency in the integrity and maintenance of the company’s systems, including databases, registrations, record-keeping, paper management systems, and other relevant software for event administration.
     • Perform other duties as assigned.

Qualifications:

Education & Experience:

• Bachelor’s degree or equivalent in a related field.
• At least 6 – 8 years of relevant work experience and proven experience in event planning and execution within a corporate or association setting.
• Experience in managing committees, collaborating with senior executives, and demonstrating financial acumen skill is highly desirable.
• Strong organisational, communication, analytical, and mathematical skills are essential.
• Ability to work both independently and collaboratively on a wide range of projects with members, colleagues, and hospitality industry suppliers.

Communication Skills:

• Excellent command of verbal and written business English is essential.
• Proficiency in Bahasa Malaysia and/or Mandarin is an advantage.
• Confidently presents information in one-on-one and small group settings to members, customers, clients, and colleagues in a clear, concise, and professional manner.

Other Skills & Abilities:

• Proficient in MS Office and adept at leveraging other systems and software.
• Highly organised with strong time-management skills.
• Self-motivated and driven to achieve goals.
• Demonstrates adaptability and flexibility in handling assigned tasks.
• Willingness to travel and work overtime as needed.
• A collaborative team player with a proven ability to work harmoniously on diverse projects involving society members, committees, fellow staff, and hospitality industry suppliers.

Work Life Balance:

At SPE, we prioritize a healthy work-life balance, offering a flexible work arrangement that combines office time with remote work. You’ll also have the option to create a schedule that allows for long weekends, with every other Friday off. With your qualifications, you could be embarking on an exciting new career supporting professionals in the oil and gas industry.

Benefits:

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

• Long Weekends: Enjoy long weekends with our 9/80 schedule, which gives you every other Friday off.
• Medical Benefits Starting Day 1: Access comprehensive medical, dental, and vision benefits from your first day of employment, with multiple plans available to suit your needs—no waiting period required.
• Hybrid Work Model: Flexibility to work remotely several days a week.
• Employee Well-Being Programme: Access a comprehensive well-being program at no cost, including emotional support, work-life solutions, and expert advice through online resources.

To ensure your application is processed without delays, please complete all sections of the application, including your expected salary range for this role.