Assistant Project Manager/Senior Events Executive

Primary Function:

To be responsible for the successful delivery of the company’s exhibitions and events through project managing from inception to conclusion, ensuring the smooth running of all exhibition logistics and adherence to defined budgets. This includes site selection, vendor and contract negotiations, budget management and maintaining client and vendor relationships.

Main Responsibilities:

1. To plan and execute marketing plan for events.

2. To support core functions of the team in terms of acquisition.

3. To handle the advertising and promotional activities of the exhibition including visitor programme.

4. To manage the floor plan and organizer requirements.

5. To liaise with operation team and Finance departments for logistics, operational requirements and expenditure.

6. To manage supplier relationships including liaising with advertising agencies, suppliers and contractors with regard to stands, transportation, accommodation, and public relations.

7. To assist in research, media monitoring and business development.

8. To arrange for dates, venues, floor plans, setup, sizes and rates for exhibitions, conferences etc.

9. To negotiate with and appoint official/supporting media, airlines, hotels, travel agents, sales and PR agencies.

10. To plan and execute an effective marketing, advertising and promotional campaign for projects.

11. To plan and execute programmes, social functions, and promotional events and seek sponsorship whenever possible.

12. To plan and execute conferences/seminars/workshops in conjunction with the shows and to source for and appoint advisory committees, speakers and VIPs.

13. To plan, design and implement other revenue-generating ideas, e.g. show directories/issues/diaries/dailies, merchandising, business centre, polaroids, awards, competitions, postcards, hospitality suites, plastic/paper bags, daily bulletins/messages boards, electronic media, press conferences, printing and etc.

14. To source for mailing lists and oversee databases of potential sellers and hosted/trade buyers.

15. To source for latest technology and software for more efficient work processing.

16. To build and maintain good rapport with industry associations, government bodies, steering committees and clients.

17. To train and supervise Event Executives and to work closely with Operations.

18. To submit and update project timelines and reports.

19. To hold regular meetings/presentations for supporting and other relevant staff and organisations.

20. To hold a post-mortem after every show and submit a full report.

21. To answer any survey or questionnaire from trade organisations or media.

22. To draft core processes flowchart and understand the pin points/bottlenecks.

23. To manage costs and revenues in the Profit & Loss Statements.

24. To assist in any other duties assigned from time to time.