Senior Executive/Assistant Manager, Outreach and Engagement, The Straits Times

About the Role

The Events Senior Executive / Assistant Manager in the ST Outreach and Engagement team will support the team in the team's activations. The executive plays a crucial role organising and managing events while also handling administrative tasks to ensure smooth operations within the organisation.

Key Responsibilities

Event Management Responsibilities:

1. Event Support and Coordination:

• Manage or assist in the planning and execution of events such as forums, exhibitions, live recordings, concerts and other outreach and engagement activations
• Coordinate with vendors, suppliers, and venues to secure necessary services and equipment
• Assist with event timelines, schedules, and budgets

2. Logistics Management:

• Manage the logistical needs of events, including transportation, catering, ticketing, etc
• Oversee the setup of event venues, including audio-visual equipment, seating arrangements, decor and branding
• Manage pre-event and on-site event operations, including RSVPs, registration, attendee management, and troubleshooting
• Assist with the development and purchasing of branded merchandise - from getting comparative quotes to receiving of goods

3. Marketing and Promotion:

• Plan or assist in the implementation of marketing strategies to promote activations

4. Post-Event Evaluation:

• Manage feedback from attendees and stakeholders to assess the success of events
• Assist with event performance metrics to prepare reports for management
• Identify areas for improvement and implement changes for future events

Administrative Responsibilities:

1. Office Management:

• Handle day-to-day administrative tasks, including contacting vendors & suppliers, managing correspondence, and maintaining records
• Assist with inventory management

2. Budget and Financial Management

• Assist in preparing and monitoring budgets for activations
• Assist in the processing of invoices, payments, and expense reports

3. Documentation and Reporting:

• Prepare and maintain event-related documents, contracts, and agreements
• Generate regular reports on events and administrative activities for management's review

4. Team Coordination:

• Support team members by providing necessary resources and information
• Coordinate with different units and departments to ensure seamless communication and collaboration

Skills and Qualifications

• Strong organisational and multitasking abilities
• Excellent communication and interpersonal skills
• Proficiency in Google Workspace and Microsoft Office Suite
• Ability to work under pressure and meet tight deadlines
• Flexibility to adapt to changing priorities and tasks