Events Executive

Company: PushButton Entertainment Pte Ltd

Reports to: Senior Events Manager

Role Overview

We are looking for an organised, proactive Events Executive to support the planning of mass participation events.

You will assist the Senior Events Manager with preparations, daily operations and post-event close-out to deliver a safe, smooth and engaging visitor experience.

Key Responsibilities

1. Event Planning and Administration

- Maintain project schedules, task lists, meeting minutes and progress reports.

- Follow up with suppliers, contractors and partners on deadlines and deliverables.

- Prepare operational documents, contact lists, briefing materials and deployment schedules.

- Organise quotations, purchase orders, invoices and supporting records.

2. Vendor and Contractor Coordination

- Coordinate with F&B operators, merchandise vendors and activity providers on booth requirements, documentation and operating arrangements.

- Support vendor onboarding, briefings, setup, daily operations and teardown.

- Track requirements for power, water, equipment, signage, deliveries and storage.

- Escalate delays, defects and operational issues to the Senior Events Manager.

3. Site Setup and Festival Operations

- Assist with site readiness checks covering booths, decorations, activity areas, signage and visitor facilities.

- Coordinate contractor access, delivery schedules and setup activities.

- Support daily opening and closing procedures, manpower deployment and operational briefings.

- Monitor queues, cleanliness, visitor flow and service standards throughout operating hours.

- Record incidents and coordinate timely follow-up with the relevant teams.

4. Programme and Guest Experience

- Support performance schedules, rehearsals, backstage arrangements and performer welfare.

- Coordinate cultural activities, interactive experiences and sponsor activations.

- Assist with VIP visits, guest enquiries and service recovery.

- Work with marketing colleagues to ensure event information and on-site promotional materials are accurate.

5. Safety, Compliance and Reporting

- Assist in collecting and tracking documents required by the organiser, venue and relevant authorities.

- Support safety briefings and checks, keeping emergency access routes clear and escalating hazards promptly.

- Compile daily operational updates, attendance figures, vendor feedback and outstanding issues.

- Assist with post-event reconciliation, supplier close-out and the final event report.

Requirements

- Diploma or equivalent qualification in Events Management, Hospitality, Business or a related field.

- Preferably 1–3 years of experience in events, festivals, exhibitions or hospitality operations. Candidates with relevant internship or large-scale volunteer experience may be considered.

- Strong organisational skills and attention to detail, with the ability to manage several tasks under tight deadlines.

- Confident communicating with vendors, contractors, performers and members of the public.

- Comfortable using Microsoft Excel, Word, PowerPoint and shared project trackers.

- English proficiency required; Mandarin proficiency is an advantage for coordination with Chinese partners and performers.

- Willing to work outdoors and on-site, including evenings, weekends and public holidays during setup and festival operations.

What Success Looks Like

Timely completion of assigned tasks, well-prepared vendors, accurate operational records, prompt escalation of issues and a positive experience for visitors and event partners.