Event Executive
Salary undisclosed
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Simplified
What this job involves:
Objective
Accountabilities
o Responding to queries for event space booking
o Scope all event requirements and distribute the list of requirements to relevant team members
o Ensure flawless execution of senior management bookings
o Ensure smooth planning and execution of all functions / events, to ensure visitors/resident expectations are met and exceeded prior to, during and post.
o Coordinate/facilitate tours with guests/visitors
o Coordinate with Landlord/building management for event logistics
o Coordinate booking of event space with internal team and stakeholders
o Coordinate and execute event build-up and tear down
o Assist BU in events management in terms of access control and event set up
o Assist with daily space reconfiguration
o Handle logistics and coordination (ID vendors, Caterers, Parking) for Events, functions and meetings
o Develop and execute an engaging calendar of social and festive events, fostering a sense of community and team spirit within the office environment.
o Oversee communication through Microsoft Viva Engage, ensuring the effective dissemination of event details and operational updates to all employees.
o Design and create compelling content for event banners and announcements using Canva, ensuring alignment with company culture and objectives.
o Develop and implement post-event feedback surveys to assess the impact of events, gather insights for improvement, and enhance future event planning.
o Plan and produce branded swag items, ensuring they align with company values and contribute to engagement.
o Assist the Site lead to ensure smooth running of site and provide coverage as site in-charge when site lead is not available.
o Adopt and use Design Thinking and Journey Mapping methodologies
o Attend regular operations meeting and provide updates on on-going and planned initiatives, events and tours
o Assist the site lead for day-to-day operations of workplace facilities services
o Supervision of 3rd party vendors for facilities related work.
o Conduct regular facility inspections and arrange for follow up with the respective contractors.
o Track and ensure timely work execution by appointed contractor to housekeep/maintain meeting rooms, social hubs and in-door plants
o Prepare and keep an undated listing of workplace champions and user groups
o Report to site lead feedbacks received in the areas of safety, plumbing, and mechanical, electrical and environmental needs through both personal contact and work order systems (helpdesk system) and assignment of work to the relevant service providers
o Arrange with appointed service provider for the disposal of confidential materials (client staff to act as witness)
o In-charge of inventory and liaise with finance department on inventory of item
o Ensure escalation procedures and incident reporting procedures are implemented and in place
o Manage in-coming/outgoing mails (local mails)
o Liaise with Landlords on car park issues faced by users
o Liaise with Building Landlord pertaining to any building maintenance and security matters
o Raise purchase requisitions/purchase orders on behalf of users if necessary.
o Send reminders to service providers on billing for work done
o Get sign off from all service providers concerning final payments for services rendered
Key Result Areas
Objective
- To to the main liaison when users request for event space
- To be the professional face of the client organisation;
- Ensuring safe and compliant facilities are maintained at all times;
- To be the pinnacle of customer service excellence, to go above and beyond to take action and create experiences that are easy to deal with, that create consistent and sustainable value for our clients, customers and each other respectfully.
- Lead management of overall service outcomes to ensure that all Key Performance Indicators are met or exceeded throughout the term of the Contract; and
- Ensure to instil a culture of engagement in the team
- Clearly understand our Client's purpose and values, linking them to the way we work and our own behaviours to ensure our delivery is Customer centric.
Accountabilities
- Event Management
o Responding to queries for event space booking
o Scope all event requirements and distribute the list of requirements to relevant team members
o Ensure flawless execution of senior management bookings
o Ensure smooth planning and execution of all functions / events, to ensure visitors/resident expectations are met and exceeded prior to, during and post.
o Coordinate/facilitate tours with guests/visitors
o Coordinate with Landlord/building management for event logistics
o Coordinate booking of event space with internal team and stakeholders
o Coordinate and execute event build-up and tear down
o Assist BU in events management in terms of access control and event set up
o Assist with daily space reconfiguration
o Handle logistics and coordination (ID vendors, Caterers, Parking) for Events, functions and meetings
o Develop and execute an engaging calendar of social and festive events, fostering a sense of community and team spirit within the office environment.
o Oversee communication through Microsoft Viva Engage, ensuring the effective dissemination of event details and operational updates to all employees.
o Design and create compelling content for event banners and announcements using Canva, ensuring alignment with company culture and objectives.
o Develop and implement post-event feedback surveys to assess the impact of events, gather insights for improvement, and enhance future event planning.
o Plan and produce branded swag items, ensuring they align with company values and contribute to engagement.
- Site Operation
o Assist the Site lead to ensure smooth running of site and provide coverage as site in-charge when site lead is not available.
o Adopt and use Design Thinking and Journey Mapping methodologies
o Attend regular operations meeting and provide updates on on-going and planned initiatives, events and tours
o Assist the site lead for day-to-day operations of workplace facilities services
o Supervision of 3rd party vendors for facilities related work.
o Conduct regular facility inspections and arrange for follow up with the respective contractors.
o Track and ensure timely work execution by appointed contractor to housekeep/maintain meeting rooms, social hubs and in-door plants
o Prepare and keep an undated listing of workplace champions and user groups
o Report to site lead feedbacks received in the areas of safety, plumbing, and mechanical, electrical and environmental needs through both personal contact and work order systems (helpdesk system) and assignment of work to the relevant service providers
o Arrange with appointed service provider for the disposal of confidential materials (client staff to act as witness)
o In-charge of inventory and liaise with finance department on inventory of item
o Ensure escalation procedures and incident reporting procedures are implemented and in place
o Manage in-coming/outgoing mails (local mails)
o Liaise with Landlords on car park issues faced by users
o Liaise with Building Landlord pertaining to any building maintenance and security matters
o Raise purchase requisitions/purchase orders on behalf of users if necessary.
o Send reminders to service providers on billing for work done
o Get sign off from all service providers concerning final payments for services rendered
Key Result Areas
- Ensure compliance with all legislative requirements, client contractual obligations and internal control requirements;
- Ensure positive Client Satisfaction survey results;
- Contribute to growth of the company; and
- Enhance own professional and personal skills.