Operations Executive / Senior Operations Executive

Job description

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