The Regional Project Specialist will support the Mission Programme and Comms Manager based in Singapore, as well as to support the mission teams based at new zealand across the region.
The role will be the backbone of logistical operations for all our trade missions. It will execute all phases of the trade missions in event management and logistics.
In the development phase tasks may include:
- Conduct thorough site inspections to venues, hotels to assess suitability
- Engage in obtaining quotes and or contracting suppliers for various events’ needs
- Craft detailed minute-by-minute event run sheets
- Plan and draft the transport plan
- Coordinate all transportation logistics, ensuring timely and efficient movement of delegates
- Compile detailed attendance lists and seating plans, managing any special requirements
- Design venue and table layouts for optimal flow and delegate-local partners engagement, ensuring all logistical needs are met
- Lead and manage all Mission essential collateral production process such as Mission booklet, presentation, speaker profiles etc.
- Collaborate with the trade teams on storage and transport of event items, overseeing inventory before, during and after each event, throughout all missions
- Facilitate the procurement of new zealand based merchandise alongside Trade teams
- Curate a selection of new zealand music appropriate for opening events, speeches, events
- Procure relevant gifts for gift exchanges (from delegation to business leaders and or from new zealand to speakers or panellists etc)
- Support the development of clear health and safety or evacuation plans or otherwise contributing to the identification and mitigation of health and safety risks
- Coordinate with vendors and suppliers for timely delivery and setup of equipment and materials
- Handle the logistics of audio-visual equipment, ensuring all technical needs are met for presentations and speeches providing input to the mission project plan
- Procurement support for marcomms collateral items
- Participates actively in internal mission team calls and providing updates on responsibilities and progress
- Escalate any issues to the mission programme and comms Manager/Mission team as required
- Act as the primary point of contact for all logistics queries from team and suppliers
- Main coordinator for all on-site logistics, managing relationships with suppliers, venues and internal teams
- Address any logistic issues promptly
- Coordinating all elements of the event including transport, oversight of accommodation and on-site events
- Oversee the setup and tear down of event venues, coordinating suppliers and venue owners for efficient execution, especially in time-strapped Mission environment
- Troubleshoot and resolve any issues that arise on-site, maintaining a calm and solution-focused approach
