Senior Event Delivery Executive

The Economist Impact team creates world-class events that truly bring the content of The Economist to life. Through innovative programmes and high-quality execution, our Events have a long-standing reputation for bringing together senior-level stakeholders from government and business to discuss and debate important global issues to promote progress. 

Currently, we are seeking a Senior Event Delivery Executive, responsible for supporting the events team in APAC to deliver a broad range of virtual and in-person events with multiple, high-profile sponsors. The role requires a self-motivated individual, with the ability to learn quickly, who works hard and has ambition. This is a full-time role commencing immediately. The successful candidate must have the right to work in Hong Kong or Singapore. 

How you will contribute

Client liaison: 

• Act as the first point of contact and take responsibility for all communication with the client once the contract is signed 
• Organise project kick-off meeting and all other meetings to keep the client up to date on event planning 
• Share agenda ahead of call 
• Share minutes/notes after call 
• Final check that all client-facing documents are client-ready 
• Spelling, format, layout, PDF’d and hiding any costs. etc.
• Arrange all client meetings, setting agenda, attendee list, invitations 
• Manage client queries, relay concerns to the team 
• Organise post-event debrief 
• Finalise debrief documents 
• Arrange cover for any holidays with another member of the team 

Project management

• Set project plan with milestones 
• Organise project meetings 
• Set agenda 
• Focus on urgent actions from project plan 
• Track against detailed milestones 
• Run through project documents 
• Share minutes / actions from meeting 
• Organise internal kick off meeting
• Agree KPIs / objectives and document theme
• Confirm what information we do and do not share with the client 
• Set up new event folders
• Create and confirm all client and internal templates 
• Work closely with the operations, marketing and programming teams to ensure smooth communication between the client and delivery teams 
• Travel to work remotely at Economist Impact events 

Manage side event activations

• Collaborate with sponsors to secure roundtable and salon attendees
• Collate invitation shortlists from the delegate list, and secure invitation acceptances
• Execute retention efforts to maximise turnout 

1-2-1 meetings 

• Arrange 1-2-1 sponsor meetings as required
• Collate invitation shortlists from the delegate list and secure invitation acceptances
• Facilitating meetings on-site

Delegate funding management (when required)

• Manage delegate travel budgets, track expenses and reconcile financial records
• Assist delegates with flight and accommodation bookings, provide guidance and support throughout the process
• Use our official online travel platform to suggest the best itinerary and secure booking arrangements
• Ensure timely disbursement of funds and adherence to funding guidelines
• Prepare reports on delegate travel funding, expenses, and accommodation utilisation for review by management

Event research support for the programme team (when required/ extra capacity)

• Support key compilation of initial research wishlists 45 weeks prior to scheduled events’ delivery - propose top prior delegates, past sponsors, sponsor prospects with names, titles, contacts, to reach out to for research calls
• Help schedule 30-45 minute research calls with the programmer with these key stakeholders to help inform the development of the next programme, with the aim for 80-100 research each round 

The ideal skills for this role includes

• Experience managing projects involving senior executives, preferably in an agency, media or events environment 
• Strong analytical and problem-solving skills to manage shifting priorities, demands and timelines
• Excellent project and time management skills including prioritisation, scheduling and documentation
• Ability to build and maintain strong relationships and communicate effectively with internal and external stakeholders
• Understanding of and the ability to deliver exceptional client service 
• Excellent written and spoken English (additional language/s advantageous)
• A results-oriented self-starter with the drive and determination to succeed 
• An excellent communicator, responding to enquiries quickly and effectively 
• An independent and resourceful team player 
• Well-organised and efficient with excellent time management skills to meet deadlines with minimal supervision 
• Experienced in handling large corporate entities