Program Executive/Officer (Events)

This position will be able to gain broad experience in various aspects of Communications, Event Management, as well as Government and Stakeholder relations. The primary responsibility is to manage the preparations and execution of ASEAN-BAC Malaysia events and office management.

Job Description

1. Pre-event Planning:

• Collaborate internally or with event organisers to determine program objectives, themes, and requirements.
• Research potential speakers, performers, and participants aligned with the event's goals.
• Develop a comprehensive event program outline, including schedules, session topics, and activities.
• Coordinate with vendors, venues, and partners to secure necessary resources and logistics.
• Create and distribute event-related materials such as agendas, speaker bios, and promotional content.
• Ensure all aspects of the event program adhere to budgetary constraints and timelines.

2. Event Execution:

• Oversee the seamless execution of the event program, ensuring all elements are implemented as planned.
• Coordinate with speakers, performers, and moderators to ensure their readiness and adherence to the schedule.
• Manage on-site logistics, including room setups, audiovisual equipment, and signage placement.
• Act as a point of contact for participants, addressing inquiries and troubleshooting issues as they arise.
• Monitor event proceedings to ensure they align with the established program and adjust as necessary.
• Collaborate with the events team to manage any unexpected challenges or changes in real-time.

3. Post-event Reporting:

• Collect feedback from participants, speakers, and stakeholders to evaluate the success of the event program.
• Analyze post-event data and metrics to assess program effectiveness and identify areas for improvement.
• Prepare comprehensive reports summarizing key event outcomes, attendee demographics, and feedback.
• Provide recommendations for future events based on insights gained from the post-event analysis.
• Assist in documenting best practices and lessons learned to inform the planning of subsequent events.
• Collaborate with the marketing and communications team to leverage event success stories for promotional purposes.

4. Stakeholder Management and Engagement

• To provide or request info related to ASEAN-BAC / ASEAN-BAC meetings from MITI Malaysia.
• Coordinate and engage with ASEAN-BAC Malaysia’s internal stakeholders (MITI, MATRADE & other government agencies) – including ASEAN-BAC Malaysia Council Members and ASEAN-BAC Secretariat in Jakarta frequently and as needed.
• To continuously update ASEAN-BAC Malaysia’s Database mainly on Government Ministries, Corporate Companies, MSMEs, and Startups and to trace out LinkedIn Contacts from time to time.
• Update ASEAN-BAC Malaysia’s Website & LinkedIn frequently with event photos, updates, and ASEAN news.
• Identify and engage with key external stakeholders, particularly government agencies.
• Facilitate meetings and engagement activities to gather feedback and share information effectively.
• Any additional duties as assigned by the Executive Director.

5. Partnership, Government and Corporate Managements:

• Seek out partnership opportunities with external parties that align with our objectives.
• Negotiate partnership agreements and ensure adherence to agreed-upon terms.
• Maintain regular communication with partners to track progress and address any issues.
• Develop and nurture relationships with government agencies at all levels.
• Stay abreast of legislative and regulatory developments relevant to our operations.
• Represent our interests in industry discussions and policy forums.
• Explore collaborative opportunities with corporate entities.
• Create compelling proposals and presentations to attract potential partners.
• Coordinate with internal teams to ensure successful execution of partnerships.

Requirements

• Candidate must possess at least a Professional Degree in Mass Communication, International Studies, or equivalent.
• Preferably undergraduate from a local public/private university.
• Required language(s): English, Malay.
• Required skill(s): Microsoft Office and Google Office
• Good verbal and written communication skills.