Event Specialist

THE LOCATION 

Kuala Lumpur, Malaysia

THE ORGANIZATION 

Solutions. People. Energy. These three words define how we work together to create impact. Our members gain access to premier programs, content, and events designed to accelerate professional growth and career development, while fostering a strong network and sense of community. SPE employees are proud to contribute to a community that's making a difference globally

From our beginning in the early 1900's, SPE has grown to nearly 132,000 members in 146 countries. SPE is a 501(c)(3) not-for-profit organization with operations around the world.   SPE maintains offices in Calgary, Dallas, Dubai, Houston, and Kuala Lumpur. 

Visit our website for more information about life as an employee with SPE: 

THE TEAM 

Our team works in a collaborative environment where strong communication and teamwork are essential to our success. A passion for our industry and fostering forward thinking with our team is imperative to our success.

THE OPPORTUNITY 

The Event Specialist plays a pivotal role in the planning, coordination, and execution of various SPE events, including workshops, symposia, and conferences across the APAC region. Reporting to the Senior Event Manager, this position is responsible for managing assigned projects, ensuring operational excellence, and delivering a seamless event experience. 

You bring at least 8 years of experience coordinating exhibitions, events and speakers with experience negotiating contracts with vendors from various industries.  You are a strong communicator with the ability to provide detailed verbal and written exchange with members, outside vendors, and internal department staff.  You are able to balance multiple priorities, meet tight deadlines, and take ownership of specific operational projects from start to finish. 

At SPE, you can expect to enjoy a good work/life balance with the ability to work a hybrid schedule once confirmed.  You will also have the flexibility to choose a schedule that allows you to have long weekends with every other Friday off upon confirmation. With your qualifications, you may be on the path to an exciting new career serving the oil and gas industry professionals.

THE IMPACT YOU WILL MAKE IN THIS ROLE

• Overall Project Manager
  1. Collaborate closely with committees to solicit, review, and develop high-quality programme content.
  2. Assist in the preparation and production of marketing materials, promotional items, and content writing utilising multiple channels, including email, social media, and advertising, to expand event outreach.
  3. Facilitate the formation of committees by identifying representatives, handling nominations, sending invitations, and managing onboarding.
  4. Curate relevant topics, themes, and sessions to design diverse and engaging plenary and panel sessions that meet audience interests and needs. 
• Event Planning and Coordination
  1. Support Event/Project Manager to develop, manage, and coordinate conference sessions by communicating with committees, session managers, speakers/authors. 
  2. Plan and coordinate all aspects of the event, including liaising with contractors and vendors, managing travel arrangements, organising meeting agendas and materials, developing event brief, training slides, FAQs, best practices to support committee, meeting hosts and speakers.
  3. Select venues, manage venue logistics, coordinate venue setup including layout design, audiovisual equipment, staging, and signage. Conduct site inspections.
  4. Provide on-site support to ensure smooth setup, registration coordination, and AV arrangements
  5. Act as an ambassador of SPE onsite to network with members and conference attendees, to offer information/updates about SPE events and services.
• Sponsorship and Exhibition Management (SPEX)
  1. Oversee and support sales in the production of SPEX packages, marketing collateral, promotional timelines, copywriting and delivering on SPEX commitments.
  2. Facilitate sponsor activations, branding opportunities, and promotional activities throughout the event/project life cycle.
• Post-Event and Financial Management
  1. Compile event statistics and summarise survey feedback to assess success and areas for improvement.
  2. Monitor budgets and ensure financial compliance throughout the event process. 
• Systems and Administrative Support
  1. Provide administrative and secretarial support to committees, including managing speakers and authors, organising meeting schedules, and preparing agendas, materials, and minutes.
  2. 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.

YOUR SKILLS AND EXPERTISE

• Bachelor's degree and minimum of 8 years' direct experience in professional conference or event management, with a strong track record in planning and executing events within a corporate or association environment.
• Candidates holding a diploma/degree with more than 8 years of relevant experience may also be considered such as event management, conference production, programme development, and committee management or secretariat duties.
• Proven ability to manage multiple events simultaneously under tight deadlines.
• Prior experience in conference programme development, production, and committee coordination will be an added advantage.

ADDITIONAL ATTRIBUTES FOR SUCCESS IN THIS ROLE

• 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.

BENEFITS AND PERKS 

• We have all the great medical benefits that you would expect from a top employer starting from your first day of employment
• Company Paid Life Insurance
• Excellent Vacation Allowance
• Employee Assistance Program
• At SPE, you can expect to enjoy a good work/life balance with flexibility to work a hybrid schedule upon confirmation
• If you enjoy long weekends, you will really appreciate our 9/80 schedule which allows for every other Friday off (available after probation period)
• You may qualify for 80% reimbursement on approved courses

To avoid delays in considering your application, please complete all questions within 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.