About The Role
Purpose of the role:
The Event Operations Manager will report to the Head of Event Operations – APAC and oversee the logistical design for live events in the APAC region. The main responsibility of the Event Operations Manager is to efficiently manage all aspects of event execution, including pre-event preparation, onsite delivery, and post-event reporting for APAC conferences. To support the Head of Event Operations and wider Operations team as required, including event planning, speakers, and sponsorship management.
Responsibilities and Duties
- Leading and supporting event planning for B2B events in APAC ensuring all aspects of the project are running on time and within budget, responsible for end-to-end delivery including direct liaison with the venue and vendors from pre-planning phase to onsite execution
- Responsible for the ongoing build and final view of each designated event, ensuring all project deadlines are adhered to and acting as quality control for work delivered
- Speaker Management: Working closely with the production team on speaker deliverables, including liaising with all speakers, ensuring they are registered on the CRM systems, updating their information (photos, session details, biography etc) on the website and virtual event platform, scheduling of prep calls
- Sponsorship Management: Actively work with Sponsorship Sales and Client Relationship Team in ensuring that all negotiated deliverables are managed accordingly while identifying branding opportunities
- Liaise/Support the Customer Services Team in APAC to ensure the delegate registration process for each event is accurate and up-to-date
- Provide regular feedback and updates on event timeline progress to Head of Event Operations and relevant conference personnel assigned to specific segments of the event
- Manage delivery of post-conference material to speakers, delegates and sponsors
- Manage budgets with the responsibility for pre- and post-event updates, reconciliation of invoices to ensure prompt payment and forecasting/budgeting for future events
- Collaborate with Marketing Team to ensure the conference websites are accurate and up to date with relevant key details
- Work closely with the Design Team to ensure that all designs and logos are accurate, and deliverables are submitted on time
- Manage local event operations inventory stored
- Building and managing event app and portal via third party suppliers
- Post-event reporting on onsite experience and best practices
- Leading the event team on-site and managing temporary staff hired to support the event (eg, security, hosts, ushers)
- Support the Head of Event Operations, APAC, in updating the processes and guidelines, plus, ensuring that this is aligned with the Global Standard Operating Procedure
Hybrid work supported, working from office & home, with some international travel required. Travel to events based internationally will be needed, so a valid passport will be required, along with compliance fully with vaccination requirements for international travel.
About You
Although we are keeping direct experience and knowledge requirements to a minimum, we do need you to demonstrate your capabilities in relation to the points listed under essential requirements in the person specification. You should be prepared to discuss illustrations on how your competencies have helped you to achieve positive results.
Experience & Skills
We are looking for someone who is:
- Eager to keep up to date with the business needs and time hence, looks to improve the processes in the Global Event Operations Team and takes the initiative to work on templates or provide feedback to help the team progress
- Collaborative and adaptive, which is critical to working across departments globally, ensuring the success of the events
- Japanese and English Speaker (to a business/professional standard or N4)
Qualifications & Experience:
- 5+ years’ experience within B2B conferences/events or more
- Experience with working on multiple events simultaneously through varying stages
- Experience with building and managing events platforms such as events apps and/or virtual event platforms
- Experience with being the sole lead on an event for up to 500+ people – managing all aspects of the event from registration, speaker, stakeholder management, working with external contractors, to on the day delivery
- Experience with managing events across multiple APAC countries while considering the cultural requirements in the different countries
- Possesses strong onsite leadership skills and excellent communication skills
- Budget management experience – forecasting and post-event budget analysis
- Proficient in Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook
Personal Attributes:
- Organised and approachable – we’re looking for someone who’s friendly and pleasant to work with but can still balance priorities when it comes to deadlines
- Flexibility to work evenings or weekends when required for events
- High degree of personal pride in own and company work, constantly striving to improve
- Desire to be part of a dynamic business with high growth expectations
Benefits:
- 20 days of annual leave, 16 public holidays, Holiday flex and a gifted December break
- 4 paid volunteer days per year
- Coverage under the national health insurance scheme, plus additional medical insurance
- Participation in the employee incentive reward scheme
- Japanese pension service enrolment and monthly commuting expense subsidy
- Employee assistance programme (EAP) and employee referral scheme
- Flexible working arrangements to support work life balance
About Us
Who we are:
PEI Group is a subscriber-focused business intelligence company. With our multi-talented global team of over 490 people, spread across EMEA, USA & Asia, our purpose is to inform and connect investment professionals across global, specialised markets. We identify specific high growth, high value investment sectors and themes where deep insight, strong market relationships and active capital flows are critical for success.
What we do:
PEI Group provides industry-leading journalism, data, and market insight to subscribing clients via a wide portfolio of specialist brands supported by our robust and scalable digital publishing, analytics, and database platform. We also track the firms and individuals who shape markets and bring client-communities together to enable knowledge sharing, profile building and relationship development through professional networks and events. Wherever our markets are active – in New York, Los Angeles, Tokyo, Sydney, Hong Kong, Singapore, London and elsewhere – PEI is hard at work examining crucial market forces and shifting investment themes, identifying active investors and their capital allocations, and scanning ahead for regulatory changes, new compliance requirements and other risk factors.
At PEI we value diverse talent and welcome applications from everyone – regardless of background. We are an equal opportunity employer and our inclusive culture at PEI is reflected in every stage of the recruitment journey. Please inform us at initial stages of the recruitment process if you require any reasonable adjustments and we can accommodate this.
PEI Group supports flexible working arrangements, and we welcome career returners.