Events Executive (Mandarin Speaker)

The Event Executive is responsible for planning, organising, and executing events and programmes from start to finish. This role also includes administrative duties to ensure smooth daily operations, effective communication, and proper documentation across departments. The ideal candidate is detail-oriented, proactive, and able to coordinate multiple tasks efficiently.

Key Responsibilities:

1. Event Planning & Coordination

• Plan, organise, and execute events, programmes, and activities according to the organisation’s objectives.
• Coordinate event logistics such as venue booking, catering, transportation, materials, and equipment.
• Liaise with vendors, suppliers, volunteers, and internal teams to ensure seamless event execution.
• Prepare event budgets, monitor expenses, and ensure cost-effective planning.
• Oversee event setup, on-site arrangements, registration, and crowd flow.
• Conduct post-event follow-ups, reporting, and evaluation.

2. Administrative Support

• Maintain and update event documentation, reports, attendance lists, and records.
• Handle general office administrative tasks such as filing, data entry, correspondence, and scheduling.
• Assist with procurement of materials, quotations, and purchase requests.
• Prepare meeting minutes, event proposals, and internal communications when necessary.
• Manage calendars, bookings, and appointments related to events and programmes.
• Support the team in daily administrative functions and ensure an organised workspace.

3. Communication & Stakeholder Engagement

• Serve as the point of contact for participants, partners, vendors, and visitors.
• Respond to enquiries via phone, email, and messaging platforms professionally and promptly.
• Coordinate internal updates to ensure all departments are informed on event-related matters.
• Assist with promotional materials, invitations, social media content, and outreach activities (if required).

4. Operational & On-Ground Support

• Assist in day-to-day operations and ensure events run smoothly.
• Support volunteer coordination, briefing, and task assignments.
• Handle unexpected issues or last-minute changes during events.

5. Other Duties

• Perform any other tasks assigned by the Management in support of organisational goals.

Requirements

• Certificate, Diploma or Degree in Event Management, Business Administration, Communications, or related field.
• Preferably 1–2 years of experience in event coordination or administrative roles; however, candidates without experience are also welcome to apply.
• Strong organisational, multitasking, and time-management skills.
• Good communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Willingness to occasionally work on weekends or public holidays when required for events or programmes.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and basic digital tools.