Operations Executive / Senior Operations Executive

We are looking for a highly organised and proactive Operations Executive / Senior Operations Executive to coordinate the planning and execution of our events. This role plays a key part in ensuring smooth event delivery by managing operational workflows, coordinating logistics, and supporting the team across multiple work streams. You will work closely with internal teams, vendors, suppliers, contractors, venues, and partners from the early planning stages through to on-site execution and post-event wrap-up. We are looking for someone who is detail-oriented, resourceful, hands-on, and comfortable working in a fast-paced events environment. The level of appointment will be determined based on the candidate's experience, capabilities, and ability to independently manage operational workstreams. The role is primarily remote, with on-site attendance required for meetings, site recces, setup and teardown, and during event periods.

Key Responsibilities

Event Planning & Coordination

• Support end-to-end event planning, timelines, and deliverables
• Coordinate with suppliers, contractors, venues, and partners
• Support vendor operational and logistics requirements
• Track event requirements, submissions, and compliance documents
• Follow up on timelines and outstanding action items to ensure deadlines are met

Operations & Logistics

• Plan and prepare operational documents, including floor plans, setup plans, schedules, and checklists
• Coordinate event setup, event days, and teardown processes
• Support on-site event operations
• Identify operational issues and work with relevant teams and partners to resolve them
• Recruit, schedule, brief, and manage part-time event staff
• Source, purchase, and coordinate logistics and operational items required for the event
• Manage event inventory and storage

Data & Reporting

• Maintain and manage operational data using Google Sheets
• Track operational budgets, invoices, expenses, and costs
• Compile post-event reports, data, and operational insights

Design & Materials

• Support the creation and updating of event materials, layouts, and decks using Figma
• Ensure information is accurate and consistent across internal and external documents

Requirements

Technical Skills

• Proficient in Google Sheets
• Strong written and spoken English
• Mandarin proficiency is advantageous for coordinating with contractors and suppliers, as well as for Taobao procurement

Core Competencies

• Highly detail-oriented with strong organisational and time-management skills
• Able to manage multiple priorities and deadlines effectively
• Proactive and comfortable taking ownership of assigned workstreams
• Problem-solver with a calm, solutions-driven approach
• Strong follow-up skills and able to keep track of multiple moving parts
• Able to communicate and coordinate effectively with internal and external stakeholders
• Comfortable working independently, with the level of autonomy depending on experience and seniority

Work Style

• Comfortable working in a fast-paced events environment
• Willing and able to work weekends during event periods
• Flexible and hands-on, especially during setup and event days
• Comfortable with responsibilities and working hours varying during peak event periods

Additional Preferred Skills & Experience

• Experience in events, exhibitions, or experiential projects
• Experience with Figma, Canva, AutoCAD, or Adobe Illustrator