Conference & Logistics Coordinator (APAC)

About Asia Asset Management

For over two decades, Asia Asset Management has been a leading provider of information and connection for the asset management and institutional investment community across the Asia-Pacific region through our respected publications and insightful events. Our events and awards programmes serve as vital platforms for senior professionals to engage in meaningful discussions and build valuable networks.

As our events portfolio continues to expand, we are growing our events team further to support this success. We are now seeking a detail-oriented and enthusiastic
Conference & Logistics Coordinator

to join us and ensure the smooth, efficient execution of our events. This role offers an excellent opportunity to quickly develop core event management skills and progress within a growing regional events division, with direct exposure to senior financial executives.

Job Description

Asia Asset Management Events is seeking a highly
resilient and meticulously organised Conference & Logistics Coordinator

to manage the operational backbone of our high-level
B2B financial conferences, events and awards programmes

across the Asia-Pacific region. This is a fast-paced, hands-on role where you will be responsible for managing complex logistics, coordinating international vendors, and ensuring the seamless on-site delivery of premium delegate and sponsor experiences.

The ideal candidate will be a resourceful and meticulous individual with a strong focus on operational efficiency and administrative support. You will possess excellent organisational skills, a keen eye for detail, and the ability to follow processes and contribute to problem-solving. We are looking for a motivated individual who is eager to learn and contribute to delivering successful event experiences.

Key Responsibilities

The Coordinator reports directly to the Events Director and will interact regularly with senior leadership on strategic event initiatives.

The Coordinator is expected to take ownership of operational deliverables and work collaboratively with the
wider Event Team

to ensure unified execution.

• Coordinate

the end-to-end logistical planning and execution for assigned events, ensuring all operational aspects are well-coordinated and align with strategic goals.
- Negotiate and secure operational contracts

with primary vendors (e.g., AV/Production, F&B, Exhibition Builders) and manage day-to-day liaison to ensure adherence to scope and budget.
- Manage

the accurate tracking of event budgets, processing invoices, and administrating financial records, ensuring multiple vendor POs/invoices are tracked and assisting with post-event budget reconciliation.
- Manage

the development and preparation of event materials (e.g., name badges, registration lists, signage) and oversee necessary printing.
- Manage

the attendee registration process, database maintenance, and professional handling of delegate inquiries.
- Oversee all on-site logistical arrangements

, including the management of floor plans, registration flow, venue setup, tear-down, and inventory of event equipment.
- Lead the on-site operational delivery

of events, proactively resolving challenges (e.g., technical issues, vendor non-compliance, delegate queries) under pressure to ensure a flawless attendee experience.
- Support the preparation of comprehensive post-event documentation and reports.
- Maintain strong professional relationships with vendors and internal teams through clear communication.
- Undertake administrative tasks as required to support the event team.

Requirements & Essential Skills

Experience & Operational Requirements

• Mandatory minimum of 2-3 years of full-cycle operational and logistical coordination experience

for multi-day,
B2B conferences

, trade shows, or large corporate events (experience
must not

be primarily social or internal events).
- Proven experience in vendor contract management and negotiation

within the events sphere.
- Proven competency in financial administration

, tracking expenditure, and managing purchase orders/invoices within a commercial environment.
- A willingness and ability to undertake
frequent international travel

across the Asia-Pacific region to manage on-site event logistics is
Essential

.
- Demonstrated ability to
work extended hours and manage physical tasks

during live event setup and execution.

Professionalism & Communication

• Demonstrated maturity, integrity, and extreme professionalism

in all internal and external interactions, including direct communication with the executive team, the Events Director, senior delegates, and sponsors, often under high-pressure, time-sensitive circumstances.
- Proven
calmness and composure

while managing inevitable on-site issues and sudden changes.
- Essential: Full professional fluency in English

(written and verbal).
- Highly Advantageous:

Fluency in an Asian language (such as Mandarin, Cantonese, Japanese, Korean or Thai) for written and spoken communication.
- Strong communication (written and verbal) and interpersonal skills.
- Strong customer-service orientation and a helpful attitude.

Technical & Foundational Skills

• Strong organisational skills and the ability to manage multiple tasks effectively.
• Excellent attention to detail and a commitment to accuracy.
• Direct working experience with a CRM

(e.g. Salesforce, HubSpot) or dedicated Event Management Software (e.g. Cvent, Aventri, Eventbrite Professional) for registration and data management is a strong advantage.
- A Bachelor's degree from an accredited institution in
Event Management, Business Administration, Hospitality, or a related commercial field
is strongly preferred
- Good computer literacy, including proficiency in MS Office Suite (Word, Excel, Outlook).
- A proactive approach to tasks and a willingness to learn.