Senior Executive, Events and Corporate Services (Hybrid Work)

The Events and Corporate Services, Senior Executive works independently within the Corporate Services team, as well as across the organisation to plan and deliver the organisation's events and corporate services objectives.

You will be responsible for developing and delivering high-quality physical as well as virtual events across multiple stakeholders through proactive, creative engagements, planning, execution, product, and outstanding project management. You will report to the Corporate Services Manager and will work in a hybrid mix of remotely working, in office and on-site.

The Role Involves

1. Events Management

• Independently manage the organisation's events and activations calendar of more than 20 events yearly
• Propose and manage the end-to-end development, planning and execution of all events and activations activities on plan, on target, on time and on cost
• Develop a rigorous events management process to ensure the required experiences are delivered and objectives are met
• Drive the development and fulfilment of related pre- to post-participant and host communication materials (e.g., invitations, save-the-dates, registration announcements, onsite event materials, signages, etc.)
• Manage all event logistics and speakers
• Register participants in an efficient way
• Serve as host and emcee for events when required
• Conduct post-event reviews and attendee journey evaluations to enhance delivery of events and activations
• Provide clear direction to team members but is also able to work independently to oversee and execute all arranged details
• Leverage partnerships, suppliers, sponsors, and venues effectively and efficiently through strong negotiation skills, to gain quality of service and maximum pricing advantage, with professionalism and integrity.
• Manage and reconcile event budgets to ensure adherence to budget guidelines
• Managing, implementing, and supporting GIA's Talent Development initiatives, including the internship programme, outreach to Institutes of Higher Learning.

2. Organisational Support

• Prepare and organise meeting materials and minutes for committee/workgroup meetings. This includes drafting of agenda, sending of calendar invites and acting on action items arising from the meetings.
• Act as a liaison officer with external stakeholders
• Other ad-hoc duties and tasks

Other duties and responsibilities as may be needed

The Ideal Candidate Should Be

• Able to plan and manage events independently
• A multi-tasker and organiser with experience specifically in managing events and activations of varying scales and sizes
• Able to translate business objectives into clear and compelling events, and make connections across the business and apply them to drive outcomes
• Proficient in the use and has a strong understanding of the best and latest event trends, ideas and technologies including executing virtual and hybrid events with the use of video conferencing tools and software.
• An excellent written and verbal communicator who is able to convey ideas and drive discussions with executives across a range of positions and seniorities
• Adaptable and can anticipate issues, and proactively work to resolve them with excellent follow-through, attention to detail and high sense of urgency.
• Results-oriented takes pride in delivering consistently high-quality work and effectively conveys its value.
• Experienced in measurement tools used to assess the performance and quality of events
• Able to manage budgets, finances and suppliers
• Strong in organisational skills, including project and timeline management.
• A team player with proven ability to build relationships across different stakeholders
• Proficient in Microsoft Excel, Word and PowerPoint
• Effective in coordinating interdepartmental tasks and balancing competing priorities.

Minimum Qualifications

• Very proficient in business English.
• Proficient in Microsoft Excel, Word, PowerPoint, video conferencing tools.
• Knowledge and experience managing events and an eye for the events and activations landscape
• Fresh school leavers are welcome to apply.
• Other skills for events such as photography, audio visual systems, performing music etc. would be an advantage.
• Proficient in handling personal data according to regulatory standards.
• Candidates with experience in administration, operations support, operating small offices, electronic document management systems, email management platforms, CRM systems, or stakeholder servicing would have an advantage.

Administrative Information

• This role will be performed through a mix of working remotely, in office and on-site
• Salary Range: S$ 3,700-$5,000
• Office Location: Market Street, Central Business District, Singapore

Application Information (Written Assessment)

1. GIA is organising a members appreciation dinner (80-100 pax) with a budget of $12,000. You are required to propose one venue type and event format only. Clearly state what you chose, what you did not choose, and what trade-offs you accepted.
2. An internal stakeholder claims they were not informed about an event, but you believe the information was previously shared. Explain how you would handle this situation, including what you would say and what you would do next.
3. Describe one specific administrative habit or checklist you personally use (not a tool you would recommend) to ensure stakeholders are informed and deadlines are not missed.

Please submit your written assessment to [Confidential Information].