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Senior Executive, Corporate Events

Senior Executive, Corporate Events

MRANTIMY
25 days ago
Job description

Job Purpose :  Assist in the planning, development, coordination, execution and reporting of corporate events, special flagship events, exhibitions and visits. The job also requires meticulous execution planning, detailed documentation and frequent updates / reporting to the head of department (HOD) and inter-division coordination.

Key Responsibilities :

Event Management

  • Respond / Attend / Evaluate event requests (internal and external)
  • Assist in preparing event concept proposals for management’s approval
  • Assist in preparing the event’s scope of work for the procurement of vendor services
  • Prepare a detailed event checklist with a timeline to ensure efficient preparation and execution of events
  • Coordinate with external vendors and monitor their deliverables to ensure that event needs and requirements are well managed and within budget
  • On-site roles : Assume an active on-site presence to oversee event operations, ensuring the smooth execution of event setups and floor management
  • Efficiently coordinate with third-party vendors, troubleshoot issues, and ensure the flawless execution of events
  • Analyse issues or potential problems faced in event coordination / execution and propose recommendations
  • Post Event Evaluation : Conduct thorough post-event evaluations, documenting event proceedings and gathering valuable feedback for continuous improvement.
  • Analyse event performance metrics and post-event feedback to identify areas of improvement in the event outcomes.
  • Conduct after-action review to ascertain areas of strength and weaknesses related to the management of the projects.
  • Financial Oversight : Ensure proper procurement and payment, issuances of purchase orders, invoices, and relevant financial documentation processes are being observed.
  • Complete post-event administrative tasks, including preparing event reports.
  • Contribute to ad-hoc projects as assigned, collaborating across departments for seamless project execution.
  • Update the database of contacts / leads from events and related activities.

Exhibition

  • Respond / Attend / Evaluate visit requests
  • Liaise with internal teams, external vendors, and partners to ensure seamless execution of events, including managing relationships and negotiating contracts.
  • Overseeing the planning, implementation, and evaluation of the exhibition's requirements, ensuring they align with the company's objectives and budget.
  • Coordinating logistical elements such as venue selection, booth design and setup, catering, audiovisual requirements, and transportation.
  • Working with the marketing team to develop strategies for promoting exhibitions, including online and offline marketing efforts to attract attendees.
  • Developing and managing event budgets, ensuring expenses are within budgetary constraints and identifying cost-saving opportunities.
  • Overseeing on-site operations during events, including preparing a schedule, managing staff, handling inquiries, and troubleshooting any issues that arise.
  • Conducting post-event evaluations to assess the success of exhibitions, gathering feedback, and identifying areas for improvement.
  • Ensuring events comply with relevant regulations and safety standards, and identifying and mitigating potential risks.

    • Visit Coordination

  • Respond / Attend / Evaluate visit requests
  • Liaise with relevant parties from both internal and external for visit arrangements
  • Prepare agenda, solicit relevant hosts, presenters and representatives from internal departments that meet visit objectives
  • Coordinate logistics with various internal and external parties for pthe preparation of the visits
  • Ensure venue readiness to welcome visitors and create a wholesome MRANTI experience for the guests

    • Internal and External Stakeholders Coordination (relating to events led or supported by MRANTI)

  • Establish and strengthen relationships with event stakeholders and partners
  • Serve as the initial point of contact for event and visit requests
  • Coordinate with internal and external parties to ensure the smooth execution of visits and events.
  • Develop event communication plans for internal stakeholders.
  • Execute additional assignments / projects / initiatives from time to time as agreed with the HOD
  • Collaborate with cross-functional division to create essential event and visit documents, and ensure all requirements are meticulously addressed

    • Qualification and Experience :

  • Diploma or Degree in Event / Communication / Advertising / Marketing / Hospitality or a relevant field of studies
  • Required : Presentation skills, problem-solving techniques, and comfortable using Microsoft Office.
  • Excellent communication skills, both oral and written in English and Bahasa Melayu.

    • 5 years of experience in events and developmental programmes

  • Possessing own transport.
  • Ability to work independently and be a great team player
  • Responsible, organised, and attention to detail.
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    Event Executive • MY