Singapore Business Federation (SBF) is seeking a dynamic and detail-oriented Project Manager (ASEAN 2027) to support the organisation and delivery of key events under Singapore's ASEAN Chairmanship in 2027. Reporting to the Programme Lead, the candidate will be part of the organising committee and play a central operational role in planning and executing a suite of high-profile regional events. The role is primarily operational in nature, with a focus on end-to-end event coordination, vendor and logistics management, stakeholder liaison and on-site execution to ensure that all events are delivered to the highest standards.
Responsibilities:
1. Event Planning & Project Coordination
- Develop and maintain detailed project plans, timelines, task lists and manpower allocation charts for each event.
- Coordinate end-to-end logistics including venue sourcing, accommodation, catering, audio-visual setup, transportation and permits for all assigned events.
- Track project milestones and flag potential delays or issues to the Programme Lead in a timely manner.
- Support the conceptualisation and programming of key events.
2. Vendor & Logistics Management
- Liaise with and manage external vendors and service providers including Professional Conference Organisers (PCOs), audio-visual teams, venue operators, catering providers, and transportation companies.
- Prepare and manage procurement processes including request for quotations, vendor evaluation and contract documentation.
- Ensure all deliverables from vendors are met on time, within budget and to the required quality standards.
3. Budget Tracking & Financial Administration
- Monitor expenditure against approved budgets and flag variances promptly.
- Support cost negotiations with vendors and assist in the processing of invoices and claims.
4. Stakeholder & Partner Coordination
- Serve as the key operational point of contact with regional business organisations, partner agencies, sponsors and other stakeholders on day-to-day event matters.
- Coordinate with internal teams across SBF to ensure alignment and smooth implementation of event plans.
- Provide regular operational updates to the Programme Lead and relevant programme leads, including status reports and risk flags.
5. On-Site Event Execution
- Lead on-site coordination during event set-up, rehearsals and live event execution.
- Manage event-day operations including front-of-house, delegate flow, room management and real-time troubleshooting.
- Coordinate with protocol and logistics teams to manage VIP guest arrangements, including ministers, Political Office Holders (POHs) and senior business delegates.
- Ensure all operational aspects run smoothly and escalate issues to the Director where required.
6. Post-Event Reporting & Process Improvement
- Collect participant feedback and compile post-event performance metrics and KPI reports.
- Prepare comprehensive post-event summary reports with observations and recommendations for future improvements.
- Contribute to the review and enhancement of event SOPs as needed.
7. Administrative & Ad-Hoc Support
- Prepare event materials including briefing notes, run-of-show documents, programme booklets and collaterals as required.
- Provide secretariat support for internal planning meetings and working groups.
- Undertake any other duties as assigned by management in support of SBF's ASEAN Chairmanship 2027 objectives.
Requirements:
- A degree in Event Management, Business, Communications, or a related discipline.
- At least 5 years of relevant experience in event management, project management, or related fields.
- Demonstrated experience managing multi-stakeholder events of a regional or international scale, preferably involving government agencies or associations.
- Strong project and event management skills including the ability to manage multiple workstreams simultaneously under tight deadlines.
- Proficiency in budget management, cost tracking and vendor administration.
- Ability to prepare clear and professional event documentation including project plans, reports and briefing materials.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Highly organised, detail-oriented and proactive, with the ability to manage multiple priorities, take ownership of responsibilities and remain calm and decisive under pressure, particularly during event execution.
- Strong interpersonal and communication skills, with the ability to work effectively across internal teams and external stakeholders in a fast-paced environment and willingness to work irregular hours and weekends during event periods.
- Fluent in written and spoken English; proficiency in a second language will be an advantage.
- Experience working with or coordinating ASEAN-related bodies, regional business councils or intergovernmental platforms will be an advantage.
- Knowledge of protocol considerations for events involving senior political figures and business leaders will be an advantage.
