Events & Experience Operations Lead

4 days ago

Kota Damansara, Malaysia EPIC COLLECTIVE Full time

**Epic Collective is seeking an** **Events & Experience **Operations **Lead****

**Job Title**:Events & Experience Operations Lead

**Posted**: 24 June 2024

**Location**:Epic Collective Sdn Bhd office in Ara Damansara

**Start Date**: Immediate

**Contract**:1-year (renewable) with opportunity for permanent employment.

Join a dynamic team dedicated to creating impactful programmes, events and team-building experiences. As a Events & Experience Operations Lead, you will be responsible for the overall planning and execution of operational aspects of our events, ensuring seamless delivery and enhancing the overall experience to drive the success of our initiatives.

You will lead the Events & Experience Operational department, be responsible for shaping and implementing strategic planning, management of key stakeholders and work alongside other departmental leads. This role reports to the Chief Operations Officer.

**Overview**:
Epic Collective Sdn Bhd is an award-winning social enterprise accredited by the Ministry of Entrepreneur Development and Cooperatives (MEDAC). Epic stands for “Extraordinary People Impacting Communities” and our mission is Mobilising & empowering ordinary people to make extraordinary impact in their communities. Since our establishment in 2010, we have been creating programmes that integrate leadership development, team building and volunteerism into meaningful impact making experiences. Epic has also proudly been involved in development projects around the region, while also establishing themselves as consultants to organisations from multiple sectors, including the Malaysian government and most recently the Obama Foundation.

We’re seeking people-centric talent with good interpersonal & communication skills, and a good sense of sales acumen.

**Essential Job Functions**

Job functions may include and are not limited to:

- Departmental Responsibilities
- Work closely with the Leadership Team to develop and implement strategic plans, collaborating with other Leads to ensure alignment and effective execution.
- Provide leadership and guidance to team members to achieve objectives.
- Facilitate regular meetings, both formal and informal, with departmental leads to discuss upcoming events, share updates, and address any issues or concerns.
- Manage, plan and allocate resources effectively, including budget, personnel, manpower, equipment, and materials.
- Identify potential risks or challenges that may impact event planning or execution and collaborating with departmental leads to develop mitigation strategies. This includes proactively addressing issues related to resource constraints, scheduling conflicts, or operational challenges to minimise disruptions and ensure smooth event delivery.
- Continuous Improvement: Soliciting feedback and insights from departmental leads and on ground personnel to evaluate event outcomes and identify opportunities for improvement, evaluation and creation of existing and new SOPs.
- Vendor management, including qualifying, approving, negotiation and maintenance of relationships and databases.
- Event Management:

- Hold overall responsibility for the planning and delivery of all operational aspects of our events.
- Supervise and manage the facilitation of onboarding and coordination with participants and internal teams, providing necessary support and guidance where necessary, ensuring clarity and alignment with objectives.
- Supervise and manage events personnel to ensure efficient event execution.
- Implement quality assurance measures to uphold standards and improve the overall event experience.
- Events Supply Chain Management:

- Manage the budget, sourcing, negotiation, procurement and logistics for events, including purchasing orders, inventory management, vendor/suppliers management, and transportation arrangements. This includes conducting site visits and improving vendor databases from time to time.
- Implement improvements to processes in order to streamline supply chain operations, reducing lead times and enhancing efficiency.
- Implement quality assurance measures to uphold standards and improve the overall event experience.

**Skills, Knowledge and Abilities**
- Proficiency in digital and Google Workspace tools (Slides, Doc, Sheet, Meet), Slack, Zoom & Canva.
- Ability to write and converse in English and Bahasa Melayu.
- Creative ability to problem-solve, adaptability to changing priorities, able to handle pressure and meet deadlines.
- Strong crisis management skills, demonstrating the ability to effectively navigate and address challenging situations with resilience and strategic decision-making.
- Strong organisational skills and attention to detail, capable of managing multiple tasks simultaneously with good time management.

**Experience**
- Proven experience in event management, with a focus on operations, logistics and event coordination.
- Ideally 5 years working experience in a relevant field or related industry.

**How t

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