Conference Operations Specialist

• Pre-conference preparation & on-site delivery: Independently manage pre-conference preparation and ensure smooth and seamless on-site execution
• Venue coordination: Oversee site selection, sourcing of accommodation, contract negotiation, and timely arrangement of catering and refreshments
• Logistic coordination: Manage end-to-end logistical operations including procurement of required materials and transportation of conference-related items. Coordinate itineraries, accommodation, transfers, and other related arrangements
• Event Setup: Ensure venue setup is completed on time and in full compliance with event specifications and requirements
• On-site event delivery: Oversee and execute all aspects of the on-site conference, ensuring smooth operation in alignment with the event agenda
• Participant experience management: and other customer service needs to ensure smooth and positive experience for all participants
• Problem-solving & Participant support: Effectively manage on-site emergencies and promptly resolve participant inquiries, concerns, and complaints if any
• Budget management: Oversee budget allocation to ensure optimal utilization of resources and identify opportunities for cost savings. Manage venue-related expense approvals with clear, standardized procedures to ensure cost control and compliance
• Post-conference management: Independently oversee all post-conference tasks and processes to ensure thorough wrap-up, accurate reporting, and complete documentation
• On-site venue teardown: Ensure all conference materials and setup equipment are removed and packed in an organized and timely manner
• Post-conference review: Participate in debrief sessions, analyze attendee feedback, and identify actionable insights to drive continuous improvement for future events
• Expenses and Invoice management: Responsible for the settlement of all conference-related expenses and payments efficiently, ensuring proper documentation of all invoices and financial records
• Document management: Ensure that all conference-related documents are properly organized and stored to ensure compliance and easy retrieval
• Recognize work processes and/or outcomes that are negatively impacting the project
• owns the issue and takes action to address deficiencies by identifying resolutions and notifying the appropriate manager.

• A bachelor's degree or above in any subject, preferably in Tourism & Hospitality, Hotel or Event management
• Experience in conference industry is preferred
• Highly adaptable and fast learner, with the ability to perform effectively in fast-paced, dynamic, and high-pressure environments
• Possess strong communication and coordination skills, with a passion for customer service and a proactive approach to understanding and meeting participants and stakeholders needs
• Strong problem-solving skills, with the ability to respond to emergencies promptly and effectively
• Proficient in Microsoft 365
• Excellent online call etiquette and written communication skills
• Proven ability to work well in a team but also initiative to work on your own
• Willing and able to travel internationally when required

Experience in photography, video editing and hosting events is a plus