KL Events Specialist

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

Are you passionate about event planning and coordination? Do you thrive in a dynamic environment and enjoy bringing people together through well-executed events? If so, we have the perfect opportunity for you!

As an Event Specialist at SPE, you will play a pivotal role in the planning, coordination, and execution of our events, including workshops, symposiums, and conferences held across the APAC region. You will work closely with Project Managers to ensure every event is a success, from pre-event preparations to post-event follow-ups. Your key responsibilities will include event preparation and coordination, managing pre-event communications with stakeholders, coordinating all event logistics such as venue selection, catering, transportation, and accommodation, and conducting post-event follow-ups to gather feedback and assess event success.

At SPE, you can expect to enjoy a good work/life balance with the ability to work in the office while being able to work remotely for the balance. You will also have the flexibility to choose a schedule that allows you to have long weekends with every other Friday off. With your qualifications, you may be on the path to an exciting new career serving the oil and gas industry professionals.

THE IMPACT YOU WILL MAKE IN THIS ROLE

Overall Project Management:

• Facilitate the formation of committees, including identifying representatives, handling nominations, sending invitations, and managing onboarding.
• Provide administrative and secretariat support for committees and manage speakers/authors, including organising meeting schedules, preparing agendas, materials, and minutes.
• Work closely with committees to solicit, review, and develop high-quality program content.
• Curate relevant topics, themes, and sessions to create diverse and engaging plenary and panel sessions.
• Communicate with authors, discussion leaders, and speakers regarding the submission of abstracts, manuscripts, and presentation materials.

Event Planning and Coordination:

• Assist in the preparation and production of marketing materials, promotional items, and copywriting.
• Utilise multiple channels, including email, social media, and advertising, to expand event outreach.
• Plan and coordinate all event components, including liaising with contractors and vendors, managing travel arrangements, and organising meeting agendas and materials.
• Conduct site inspections, select venues, and manage venue logistics.
• Coordinate logistics for venue setup, layout design, audiovisual equipment, staging, and signage.
• Provide on-site support to ensure proper setup, registration coordination, and AV arrangements.

Post-Event and Financial Management:

• Compile event statistics and summarise survey feedback.
• Monitor and ensure budget and financial compliance.

Systems and Administrative Support:

• Maintain competency in the integrity and maintenance of the company’s systems, including databases, registrations, record-keeping, paper management systems, and other applicable software programs for event administration.

Additional Support:

• Assist management in other projects as and when required.

YOUR SKILLS AND EXPERTISE

• Degree holder or equivalent. Minimum 4 years of work experience and 2 years in conference/event or secretariat management is preferred.
• Relevant experience includes event management, conference production, conference programming and committee management/secretariat duties.

ADDITIONAL ATTRIBUTES FOR SUCCESS IN THIS ROLE

• Excellent command of verbal and written business English is essential.
• Ability to speak, read and write Bahasa Malaysia and/or Mandarin is an advantage.
• Confident in presenting information in one-on-one and small group situations to members, customers, clients, and other employees of the organisation in a clear, concise and professional manner.
• Proficient in MS Office and adept at leveraging other systems and software.
• Highly organised with strong time-management skills.
• Demonstrates adaptability and flexibility in handling assigned tasks.
• Willingness to travel and work overtime as needed.
• Collaborative team player with a proven ability to work harmoniously on diverse projects involving society members, committees, fellow staff, and hospitality industry suppliers.

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.