Event Operations Specialist

This role is part of the global event operations team based in Kuala Lumpur, supporting Swift's global events such as Sibos and industry conferences. The specialist will collaborate with business teams, venues, and vendors across regions, handling event logistics, vendor coordination, budget management, and on-site support. The role offers growth opportunities within the events ecosystem, including potential involvement in Sibos 2027 Singapore.

Responsibilities

• 1. Collaborate with the event planner or client to understand the event’s vision, goals and theme. This helps is ensuring that all operations align with the event objectives
• 2. For certain events, ensure that permits (e.g. for alcohol, food handling and large gatherings) are obtained in advance to comply with local laws and regulations
• 3. Prepare for potential issues such as weather disruption, vendor no-shows, or technical failures. Having back up plans in place are critical to event success
• 4. Coordinate event timelines by way of a project plan, ensuring all task are complete on schedule
• 5. Timeliness is key. Set deadlines for each task and follow up team members, vendors, and other stakeholders to ensure everyone is meeting expectations
• 6. Oversee the set-up and breakdown of event spaces (where applicable)
• 7. Develop positive relationships with vendors and suppliers. This can ensure better service, pricing and prioritization when you’re in need of support
• 8. Creating requisitions to ensure that the budget is in place to pay for event services
• 9. Budget management for events
• - Track and manage the event budget, ensuring expenses stay within limits
• - Process invoices and manage payments for services rendered
• 10. Helping build Swift presence at events
• - Registering staff
• - Building online presence
• - Shipping materials to and from events
• - Ensuring Swift business teams are briefed about the event and know what to expect
• - Manage relationships with suppliers & event organizers where necessary
• - Order stand materials where necessary
• - If possible (budget permitting), plan activities that enhance guest interactions and can attract more interest in Swift at events
• - Create Jira tickets and manage queries end to end
• - Post event wrap-up reporting
• - Ensure all materials are packed up and returned
• - Review feedback from our business teams to assess success of event
• 11. Support (and where applicable deliver) on all event management facets including:
• - Event registration
• - Meeting room management
• - Social event management
• - Supplier management for events
• - Health & Safety management for events
• - Exhibition management
• - Exhibitor sales and management
• - Technology management at events
• 12. Depending on the type of event, consider using sustainable practices, such as reuseable signage, waste reduction management
• 13. Manage communication of vendors, such as caterers, florists, audio-visual teams and decorators
• 14. Ensure all contracts and agreements with vendors are followed, including payments and timelines
• 15. As an event operations team member, you’ll act as the central point of communication between various stakeholders. Whether it’s clients, vendors or internal team, effective communication is vital to ensure clarity and alignment.
• 16. Be a team player - As you will be part of the global event operations team, it is crucial that you show a capacity to be a team player, showing strong support for other team members as well as your manager
• 17. The event industry evolves quickly. Staying informed about trends in event tech, guest experience, and sustainability can help you offer more innovative solutions
• 18. Networking with other event professional, whether it’s event planners, vendors, or suppliers, helps you stay informed and get recommendations about the best services

Requirements

• Degree in Event Management, Marketing, Communications, Business Administration or a related field
• 3–6 years of experience in an event management environment, ideally within a corporate setting; agency-side experience is also valued
• Strong project management skills, with the ability to prioritise tasks, manage multiple workstreams and meet deadlines
• Excellent organisational skills, with strong attention to detail and follow-through
• Ability to communicate effectively, share ideas clearly and collaborate with cross-functional teams
• Excellent verbal and written communication skills in English
• Proficiency in Microsoft Office, particularly Excel
• Experience working with external vendors, including supplier coordination and contract negotiation

Nice to have

• Experience managing events on a global or regional scale would be an advantage