Events Executives (Junior/Senior)

Job Description for Events Executive (Junior/Senior)

The Events Executives are responsible for planning and executing non-competition events organized by SIMCC, such as award ceremonies, international programmes, conferences, and partner events. These roles focus on delivering seamless event experiences, managing logistics, and overseeing event manpower including part-timers.

Key Responsibilities

Event Planning and Coordination

• Plan and execute events such as award ceremonies, Gala dinners and networking events, and international student programmes (e.g. accommodation, transport, activities)
• Prepare event timelines, run sheets, and operational checklists
• Coordinate venue bookings, layout planning and event setup

Logistics and Operations

• Manage all event logistics including:
• Hotel accommodation and room allocation
• Transportation (Airport transfers, daily transport)
• Meals and catering arrangements
• Event materials and setup
• Oversee on-site operations to ensure smooth execution
• Coordinate setup and teardown of event venues

Vendor and Venue Management

• Liaise with vendors such as hotels, transport providers, caterers and production team
• Negotiate and coordinate services to meet event requirements
• Ensure vendors deliver according to agreed timelines and standards

Part-Timer Requirements and Management

• Recruit part-time event staff based on event requirements and manpower planning
• Assign roles and responsibilities (e.g. registration, ushering, logistics support, runner, crowd control)
• Conduct briefings and training sessions to ensure part-timers understand event flow, responsibilities and service standards
• Prepare manpower deployment plans and duty rosters

On-Site Manpower Supervision

• Manage and supervise part-timers during events to ensure duties are performed effectively
• Monitor attendance, punctuality, and performance of part-time staff
• Handle on-ground issues, reassign roles when needed, and ensure sufficient manpower coverage at all times
• Maintain discipline, professionalism, and service quality among event staff

Timesheet and Payroll Coordination

• Track working hours and attendance of all part-time staff during events
• Verify and compile timesheets accurately after each event
• Ensure proper documentation and approval of working hours
• Submit consolidated timesheets to Finance for payment processing

Participant Experience

• Ensure a smooth and enjoyable experience for students, parents, and partners
• Handle enquiries, special requests, and on-site issues professionally
• Manage registration, check-ins, and guest flow during events

International Coordination

• Coordinate with overseas partners regarding participant arrivals, schedules, and logistics
• Manage group movements and ensure proper coordination across different countries
• Prepare event information packs and schedules for participants

Event Materials and Preparation

• Prepare and manage:
• Event kits and welcome packs
• Signages and directional materials
• Name tags and registration materials
• Ensure all materials are ready and accurately prepared before events

On-site Event Execution

• Manage event-day operations including:
• Registration counters
• Crowd control and ushering
• Programme flow coordination
• Troubleshoot and resolve issues in real time

Post-Event Follow Ups

• Assist in event reporting and feedback collection
• Track expenses and support budget reconciliation
• Identify areas for improvement for future events

Requirements

• Diploma or Degree in Events Management, Hospitality, Business, or related field
• 1 – 2 years of experience in events management or hospitality
• Experience managing event’s manpower or part-timers is an advantage

Preferred Skills

• Strong coordination and multitasking ability
• Good communication and leadership skills
• Experience managing vendors and event manpower
• Ability to work with tight timelines

Key Attributes

• Detail-oriented and well-organized
• Strong leadership in managing part-time staff
• Service-oriented with strong customer focus
• Able to work under pressure and handle unexpected situations
• Willing to work weekends, public holidays, and extended hours during events
• Team player with proactive attitude