KL Events Specialist

6 days ago

Kuala Lumpur, Kuala Lumpur, Malaysia Society of Petroleum Engineers Full time

THE ORGANISATION

You can take pride in knowing that you will be working with the largest individual-member organization serving managers, engineers, scientists, and other professionals worldwide in the upstream segment of the oil and gas industry, a vital energy and material resource. Since our founding in the early 1900s, SPE has grown to nearly 119,000 members across 138 countries. SPE is a nonprofit organization with operations around the globe.

Check out life as an employee with SPE: https://www.spe.org/en/spe-life/

THE OPPORTUNITY

In this role, you will be working closely with Project Managers to ensure the success of each event, from the initial planning stages through post-event evaluations. Your primary responsibilities will include event preparation and coordination, managing stakeholder communications, organizing event logistics such as venue selection, catering, and accommodations, as well as conducting post-event follow-ups to collect feedback and assess the event's success. The Event Specialist will play a pivotal role in the planning, coordination, and execution of various SPE events, including workshops, symposia, conferences, and training courses across the APAC region. This role reports to the Senior Event Manager and the relevant Project Managers for assigned events.

Key Duties & Responsibilities:

Overall Project Management:

  • Facilitate committee formation by identifying representatives, handling nominations, sending invitations, and managing onboarding processes.
  • Provide administrative and secretarial support to committees, including managing speakers and authors, organizing meeting schedules, and preparing agendas, materials, and minutes.
  • Work closely with committees to solicit, review, and develop high-quality program content.
  • Curate relevant topics, themes, and sessions to design diverse and engaging plenary and panel sessions that align with audience interests and needs.
  • Communicate with authors, discussion leaders, and speakers to ensure timely submission of abstracts, manuscripts, and presentation materials.

Event Planning and Coordination:

  • Assist in the preparation and production of marketing materials, promotional items, and content writing.
  • Utilise multiple channels, including email, social media, and advertising, to expand event outreach.
  • Plan and coordinate all aspects of the event, including liaising with contractors and vendors, managing travel arrangements, and organizing meeting agendas and materials.
  • Conduct site inspections, select venues, and manage venue logistics.
  • Coordinate venue setup, including layout design, audiovisual equipment, staging, and signage.
  • Provide on-site support to ensure smooth setup, registration coordination, and AV arrangements.

Post-Event and Financial Management:

  • Compile event statistics and summarise survey feedback to assess success and areas for improvement.
  • Monitor budgets and ensure financial compliance throughout the event process.

Systems and Administrative Support:

  • Maintain competency in the integrity and maintenance of the company's systems, including databases, registrations, record-keeping, paper management systems, and other relevant software for event administration.
  • Perform other duties as assigned.

Qualifications:

Education & Experience:

  • Bachelor's degree or equivalent in a related field.
  • At least 4 years of relevant work experience and proven experience in event planning and execution within a corporate or association setting.
  • Demonstrated ability in handling multiple events simultaneously.
  • Experience in conference production, conference program development, and committee management is an advantage.

Communication Skills:

  • Excellent command of verbal and written business English is essential.
  • Proficiency in Bahasa Malaysia and/or Mandarin is an advantage.
  • Confidently presents information in one-on-one and small group settings to members, customers, clients, and colleagues in a clear, concise, and professional manner.

Other Skills & Abilities:

  • Proficient in MS Office and adept at leveraging other systems and software.
  • Highly organised with strong time-management skills.
  • Self-motivated and driven to achieve goals.
  • Demonstrates adaptability and flexibility in handling assigned tasks.
  • Willingness to travel and work overtime as needed.
  • A collaborative team player with a proven ability to work harmoniously on diverse projects involving society members, committees, fellow staff, and hospitality industry suppliers.

Work Life Balance

At SPE, we prioritize a healthy work-life balance, offering a flexible work arrangement that combines office time with remote work. You'll also have the option to create a schedule that allows for long weekends, with every other Friday off. With your qualifications, you could be embarking on an exciting new career supporting professionals in the oil and gas industry.

Benefits

The following benefits apply to SPE Malaysia employees and similar benefits may apply to global offices:

  • Long Weekends: Enjoy long weekends with our 9/80 schedule, which gives you every other Friday off.
  • Medical Benefits Starting Day 1: Access comprehensive medical, dental, and vision benefits from your first day of employment, with multiple plans available to suit your needs—no waiting period required.
  • Hybrid Work Model: Flexibility to work remotely several days a week.
  • Employee Well-Being Programme: Access a comprehensive well-being program at no cost, including emotional support, work-life solutions, and expert advice through online resources.

To ensure your application is processed without delays, please complete all sections of the application, including your expected salary range for this role.

Society of Petroleum Engineers is an Equal Opportunity Employer

We welcome diversity in our workforce and encourage all qualified applicants to apply.

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