Event & Exhibition Executive

About Talentbank:

At Talentbank, we are dedicated to creating a robust recruitment ecosystem. Our vision is to elevate the skills of talents across the market, with the aim of significantly reducing Malaysia's unemployment rate. By introducing a groundbreaking approach, we strive to seamlessly link outstanding employers with top-tier candidates. Our track record speaks volumes: countless employers have found exceptional employees through our vast network, spanning over 100 Private & Public Universities, and HR Leaders in Malaysia.

Job Summary:

The Event & Exhibition Executive plays a crucial role in ensuring that events are executed seamlessly, providing attendees with a positive experience and meeting the event's objectives. The position requires strong organizational skills, attention to detail, effective communication, problem-solving abilities, and the ability to work well under pressure.

Key Responsibilities (included but not limited to):

-Pre-Event Planning:
-Collaborate with event planners and stakeholders to understand event objectives, requirements, and expectations. -Assist in developing event plans, timelines, and budgets. -Source and negotiate contracts with vendors, suppliers, and service providers, including venues, catering, audiovisual equipment, transportation, and more. -Coordinate with various teams to ensure the availability of required resources and equipment. -Conduct site visits to evaluate potential event locations and ensure they meet the event's needs.
-Logistics Management:
-Manage and oversee logistical details such as event setup, decorations, seating arrangements, and signage. -Coordinate with vendors to ensure timely delivery and setup of equipment and materials. -Develop contingency plans for potential logistical issues or emergencies.
-On-Site Execution:
-Supervise the setup and teardown of event spaces, ensuring they are visually appealing and functional. -Coordinate with event staff, volunteers, and contractors to ensure they are aware of their responsibilities and tasks. -Manage event registration and attendee check-in processes. -Oversee the flow of the event to ensure sessions, presentations, and activities run smoothly according to the schedule.
-Client and Stakeholder Communication:
-Maintain regular communication with clients, stakeholders, and vendors to provide updates on event progress and address any concerns. -Ensure that all parties involved are well-informed about event logistics and changes.
-Post-Event Activities:
-Evaluate the event's success by gathering feedback from clients, attendees, and stakeholders. -Analyze event data, such as attendance numbers and participant feedback, to identify areas for improvement. -Create post-event reports outlining key statistics, successes, and areas that could be enhanced.
-Budget Management:
-Monitor event budgets and expenses, ensuring they stay within the allocated limits. -Keep track of invoices and financial documentation related to event expenditures.
-Problem Solving:
-Address any unexpected issues or challenges that arise during the event, such as technical glitches or changes in schedule. -Make quick decisions to resolve problems and minimize disruptions.

Requirements

-Diploma/Bachelor’s degree in event management, marketing, business, or related field. (Relevant experience can be considered in lieu of a formal degree.) -Must be able to work in weekend (Depending on activity and events planned) -Strong organizational and time management skills to handle multiple tasks and meet deadlines. -Excellent communication skills, both verbal and written, to effectively interact with team members, clients, and vendors. -Attention to detail and ability to work with precision in planning and executing events. -Basic financial and budgeting skills to assist in managing event finances. -Proficiency in computer applications such as spreadsheets, word processing, and presentation software. -Familiarity with event management software or online registration platforms is a plus. -Creativity and problem-solving abilities to handle unexpected challenges.