Senior Executive (Events), Students Office

at  NANYANG TECHNOLOGICAL UNIVERSITY

The Senior Executive (Events) will support the Assistant Manager in the operational and administrative matters pertaining to the successful implementation of strategic projects and transformation plans that will support the school’s core objective in transforming and building a leading mechanical and aerospace engineering school in the world.

Key responsibilities include (but not limited to):

• Event Planning and Execution including conferences, seminars, workshops, and social gatherings.
• Develop event concepts, themes, and agendas in collaboration with stakeholders.
• Coordinate logistical aspects such as venue selection, catering, audiovisual setup, transportation, and accommodation.
• Ensure events are executed within budget constraints and adhere to timelines.
• Stakeholder Coordination:
• Liaise with internal stakeholders (such as departments, faculty, and staff) and external partners (including vendors, sponsors, and speakers) to ensure seamless coordination and collaboration.
• Communicate event details, requirements, and expectations clearly to all involved parties.
• Manage relationships with sponsors, exhibitors, and other event contributors to maximize value and satisfaction.
• Marketing and Promotion:
• Develop marketing strategies to promote events and attract attendees.
• Create promotional materials such as flyers, brochures, and digital content.
• Utilize various channels including social media, email campaigns, websites, and partnerships to reach target audiences.
• Monitor and analyze marketing metrics to assess effectiveness and make adjustments as needed.
• Registration and Attendee Management:
• Oversee event registration processes, including online registration platforms, ticket sales, and attendee communications.
• Respond to inquiries from prospective attendees and provide assistance with registration and logistics.
• Manage attendee databases, track registrations, and ensure accurate attendance records.
• On-site Event Coordination:
• Supervise on-site event operations, ensuring smooth setup, execution, and breakdown.
• Coordinate with vendors, staff, and volunteers to manage event logistics and address any issues or emergencies that may arise.
• Monitor event activities to ensure adherence to schedules and compliance with event guidelines and regulations.
• Post-Event Evaluation and Reporting:
• Conduct post-event evaluations to assess the success of events and gather feedback from attendees, sponsors, and stakeholders.
• Analyze event data, including attendance figures, revenue generated, and expenses incurred.
• Prepare post-event reports summarizing key findings, lessons learned, and recommendations for future improvements.
• Continuous Improvement:
• Stay updated on industry trends, best practices, and innovations in event management.
• Identify opportunities for process improvements and implement changes to enhance efficiency and effectiveness.
• Seek feedback from stakeholders and incorporate suggestions for enhancing the quality of events and attendee experiences.
• Any other ad-hoc initiatives and assignments undertaken by the Office

Requirements:

• Minimum good diploma from a recognized institution
• Events planning and execution experience will be advantageous
• Adept at graphical and media design
• Excellent interpersonal, analytical and problem solving skills
• Strong verbal and written communication skills
• Team player, highly motivated to build relationships with cross-department members, stakeholders and others in the organization who have impact in the projects
• Self-motivated with the ability to work independently as a team member with minimal direction
• Able to work in ambiguous situations with a positive attitude

Hiring Institution: NTU

• Event Planning and Execution including conferences, seminars, workshops, and social gatherings.
• Develop event concepts, themes, and agendas in collaboration with stakeholders.
• Coordinate logistical aspects such as venue selection, catering, audiovisual setup, transportation, and accommodation.
• Ensure events are executed within budget constraints and adhere to timelines.
• Stakeholder Coordination:
• Liaise with internal stakeholders (such as departments, faculty, and staff) and external partners (including vendors, sponsors, and speakers) to ensure seamless coordination and collaboration.
• Communicate event details, requirements, and expectations clearly to all involved parties.
• Manage relationships with sponsors, exhibitors, and other event contributors to maximize value and satisfaction.
• Marketing and Promotion:
• Develop marketing strategies to promote events and attract attendees.
• Create promotional materials such as flyers, brochures, and digital content.
• Utilize various channels including social media, email campaigns, websites, and partnerships to reach target audiences.
• Monitor and analyze marketing metrics to assess effectiveness and make adjustments as needed.
• Registration and Attendee Management:
• Oversee event registration processes, including online registration platforms, ticket sales, and attendee communications.
• Respond to inquiries from prospective attendees and provide assistance with registration and logistics.
• Manage attendee databases, track registrations, and ensure accurate attendance records.
• On-site Event Coordination:
• Supervise on-site event operations, ensuring smooth setup, execution, and breakdown.
• Coordinate with vendors, staff, and volunteers to manage event logistics and address any issues or emergencies that may arise.
• Monitor event activities to ensure adherence to schedules and compliance with event guidelines and regulations.
• Post-Event Evaluation and Reporting:
• Conduct post-event evaluations to assess the success of events and gather feedback from attendees, sponsors, and stakeholders.
• Analyze event data, including attendance figures, revenue generated, and expenses incurred.
• Prepare post-event reports summarizing key findings, lessons learned, and recommendations for future improvements.
• Continuous Improvement:
• Stay updated on industry trends, best practices, and innovations in event management.
• Identify opportunities for process improvements and implement changes to enhance efficiency and effectiveness.
• Seek feedback from stakeholders and incorporate suggestions for enhancing the quality of events and attendee experiences.
• Any other ad-hoc initiatives and assignments undertaken by the Offic