JOB DESCRIPTION: EVENT MANAGER
SUMMARY
The Event Manager is responsible for all aspects of assigned events from
conceptualization to post-event wrap up. The Event Manager will be assigned meetings
and exhibitions throughout Kuala Lumpur, Malaysia.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties
may be assigned.
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Identifying event dates, avoiding clashes with other SPE and / or Oil & Gas
industry activities worldwide
Inviting Chairmen and Members to serve on the Technical Committee(s)
Liaising with Committee Chairperson(s) to arrange planning meetings
Communicating with all Committee Members
Identifying venues for Committee meetings
Organizing social and networking opportunities during events
Prepare and maintain event budgets, with close monthly monitoring and follow up
meetings with accounts team
Attending and facilitating committee meetings
Circulating meeting notices, minutes, technical agendas
Supporting committees with information on SPE guidelines
Promoting the event online, through the SPE sections and network and through
broadcast emails where applicable
Working with committee members to ensure viable event
Identifying (with committee help) potential sponsors & exhibitors
Preparing sponsorship opportunity lists and tracking responses
Providing exhibitor information and selling exhibit space
Managing / Supervising registrations: mail, fax and online
Ensuring sponsor, exhibitor and delegate payments are processed
Onsite registration management and operations
Supervision and training of temporary staff
Meet deadlines and ensure committee does too
Prepare and administer event questionnaires
Report on regular basis on meeting progress against plan
Assume responsibility for success of meeting in financial and membersatisfaction terms
Assist the Senior Manager – Events and the Managing Director in developing
internal training plans and work processes for the team
Assist the Senior Manager – Events and the Managing Director in working
continuously to improve the quality of SPE events through a quality
assurance role
Assist the Senior Manager – Events and the Managing Director in forming
workshop /conference committees and maintain strategic relationships in the
region
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Assist the Senior Manager – Events and Managing Director in workshop topic
generation
Maintain supplier relationships with hotels, freight forwarders, gift suppliers,
AV companies, stand companies, printing and decorating suppliers.
Generate new ideas, build new relationships, conduct analysis and monitor
competition.
QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential
duty satisfactorily. The requirements listed below are representative of the
knowledge, skill, and/or ability required. Reasonable accommodations may be made
to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Relevant Degree and minimum 4 years related experience; or equivalent
combination of education and experience. Experience dealing with Senior
Management and Professionals is essential. Strong facilitation skills and previous
work with Committees are required. Knowledge of the Oil & Gas industry is an
advantage.
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance
instructions, and procedure manuals. Ability to write routine reports and correspondence.
Ability to speak effectively before groups of employees or one-on-one.
Excellent and accurate verbal and written communications in English is essential. Other
languages may be advantageous.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions,
proportions, percentages, area, circumference, and volume.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in
situations where only limited standardization exists. Ability to interpret a variety of
instructions furnished in written, oral, diagram, or schedule form.
OTHER SKILLS AND ABILITIES
MSWord and Excel
Microsoft Outlook
Type 60 wpm
Self-Motivated
Detail Oriented
Project Oriented
Work independently with little supervision
Service oriented team player
Good written and oral communication skills
Adaptability and flexibility of assigned tasks.
Willingness to work overtime, as required.
Willingness to travel frequently, as required.
Revised 7/27/2016
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