With the ongoing expansion of Singapore Gymnastics event offerings, both locally and internationally, the need for a dedicated Event Coordinator has become vital. This newly created role will support the Event Manager in the planning, execution, and post-event activities, ensuring that all events run smoothly and meet the organisation's high standards.
The Event Coordinator will work closely with the Event Manager to manage the logistical and operational aspects of events. This includes coordinating with vendors, liaising with participants, overseeing on-site event activities, and assisting with post-event evaluations. The role is critical in ensuring that all details are meticulously planned and executed, contributing to the overall success of each event.
Interested and qualified candidates, please submit the application form together with a covering letter and CV as per the contact details above.
CLOSING DATE: 11:00pm Friday 30 August 2024 (Singapore time)
Subject Line: Events Coordinator
Attention: Mr Alex Ho
Primary Purpose of the Role
To assist the Events & Marketing Manager (EMM) in executing world-class events at both local and international levels.
A successful Event Coordinator plays a pivotal role in ensuring that all event-related tasks are carried out with precision and professionalism, aligning seamlessly with the organisation's objectives and the specific goals of each event.
Responsibilities
Event Logistics
· Logistical Coordination: Assist the Event Manager in planning and coordinating event logistics, including venue selection, vendor management, equipment rentals, and transportation arrangements.
· On-Site Support: Provide hands-on support during events, including setting up venues, managing event flow, coordinating with staff and volunteers, and addressing any issues that arise.
· Participant Liaison: Serve as a point of contact for event participants, providing them with the necessary information and support before, during, and after the event.
· Communication and Collaboration: Work closely with internal teams and external partners to ensure that all event-related tasks are completed on time and to the required standard.
· Post-Event Evaluation: Assist in gathering feedback, preparing post-event reports, and identifying areas for improvement for future events.
· Administrative Support: Handle various administrative tasks, such as maintaining event documentation, managing schedules, and coordinating meetings.
Volunteer Management
· Pre-Event:
o Planning & Materials: Develop volunteer plans, welcome packs, and handbooks.
o Recruitment & Training: Assist with recruitment, create job descriptions, and organize training.
o Information Sessions: Organize sessions on policies, event details, and communication.
o Engagement & Recognition: Develop benefits/recognition programs and keep volunteers informed.
· During Event:
o Check-In & Rostering: Manage check-ins, create/distribute rosters, and track hours.
o Communication & Support: Coordinate with team leads/volunteers and implement recognition programs.
· Post-Event:
o Debrief & Appreciation: Assist with debriefs, reports, and send thank you letters.
Social Media and Public Relations
· Social Media Coordination:
o Assist the MME with creating and scheduling social media posts related to upcoming events.
o Monitor social media channels during events to engage with participants, share live updates, and address inquiries.
· Public Relations Support:
o Collaborate with the MME to draft press releases and coordinate with media outlets for event coverage.
o Assist in organising and managing media interactions during events, including press conferences and interviews.
o Ensure event highlights and key messages are effectively communicated across all PR channels.
· Content Creation:
o Work with MME to gather content during events, such as photos and videos, for use in social media and PR campaigns.
o Assist in curating and organising content post-event for future promotional materials.
Assist with any other general duties within the SG office as directed by the Events and Marketing Manager or Chief Executive Officer.
Requirements:
Personal Qualities
- Energy: Self-motivated with a passion for sport and physical activity;
- Excellence: a personal commitment to excellence;
- Adaptability: embraces change and seeks to shape the future;
- Collaborative: engages with others, respects diversity and works in a team;
- Innovative: fosters a proactive culture of continual improvement;
- Composure: ‘can do’ attitude and ability to thrive under pressure;
- Personal Accountability: accepts responsibility and takes initiative.
Qualification Requirements
- University degree in Business, Marketing or Communications; and or an equivalent combination of education and/or experience may be substituted for a degree
- Passion for sport
- Fluency & proficiency in spoken & written English
- Proficiency in MS Office applications (Word, Excel and PowerPoint.)
- Strong work ethic, making the most of time in the office.
- Customer service, sales or clerical experience preferred
- Knowledge of the event industry and or gymnastics preferred.
Skills & Abilities
- Strong project management, customer service and relationship building skills.
- Strong written and verbal communication, able to deliver clear, concise information tailored to specific and varied audiences.
- Exceptionally detail-oriented and organised, ensuring quality and consistent output.
- Ability to effectively solve problems, think creatively, make decisions and take action, exercising independent judgment.
- Ability to maintain a professional and positive attitude and work independently with little guidance in a fast-paced, changing environment.
