The Senior Executive (Event Management) will assist the Assistant Director (Event Management) to support, facilitate and implement necessary measures to lead up to a successful organization of events and programs in The Gallery. This role will be part of the dynamic Facilities Management and Operations (FMO) department.
Job Responsibilities
- Work with internal divisions and external hirers to ensure all event requests including but not limited to logistics and facilities infrastructure provision are met with.
- Ensure facilities service provisions (e.g. cleaning and security services etc.) are adequately prepared for both internal and external events and programs.
- Attend site recce with event organizers for feasibility studies
- Advise event organizers on infrastructural provision for venue spaces
- Ensure smooth operation of event and provide support for ad-hoc request and emergency response.
- Responsible for managing events and ensuring deadlines and processes are adhered to.
- Directs coordination of activities to prepare from pre-event site survey, actual day coordination and post-event takeover etc.
- In-charge of logistics management for the team; including regular stock take, maintenance, and replacement.
- Represent event team in workplace, safety and health (WSH) committee.
- Draw up procurement papers for all events and programs handled by the Event Management Team. This includes drafting and managing documents such as Requests For Proposals (RFPs), Tender Papers, and Direct Contracts for divisional procurement, while strictly adhering to established procurement policies and meeting the specific requirements of project stakeholders.
- Handle ad-hoc assignments as and when required.
Job Requirements
- Degree/Diploma in Event/Facilities management or equivalent
- Minimum 3 years of relevant experience in an event or facilities management environment. Experience in drafting procurement documents is highly preferred.
- Ability to work nights, weekends and in accordance to operational schedules when needed
- Able to multi-task & deal with tight deadlines
- Good interpersonal and communication skills with all levels of staff
- Keen interest in the Arts
- Positive attitude and possess excellent writing, communications and organizational skills
- A team player who is resourceful, detail-oriented and able to manage multiple projects and stakeholders
- Able to work independently within minimum supervision
