Event Operations Specialist
Swift · Kuala Lumpur, Malaysia ·
- Employment
- Contract
- Category
- Operations
- Experience
- 3+ years
ABOUT US
We’re the world’s leading provider of secure financial messaging services, headquartered in Belgium. We are the way the world moves value – across borders, through cities and overseas. No other organisation can address the scale, precision, pace and trust that this demands, and we’re proud to support the global economy.
We’re unique too. We were established to find a better way for the global financial community to move value – a reliable, safe and secure approach that the community can trust, completely. We’re always striving to be better and are constantly evolving in an ever-changing landscape, without undermining that trust. Five decades on, our vibrant community reflects the complexity and diversity of the financial ecosystem. We innovate diligently, test exhaustively, then implement fast. In a connected and exciting era, our mission has never been more relevant. Swift now has a presence in 200+ countries and legal territories to serve a community of more than 12,000 banks and financial institutions.
Job Summary
You will be part of the global event operations team based in Kuala Lumpur, Malaysia. This is an exciting opportunity to be part of an events team that will support global events at Swift, such as our flagship event Sibos, industry events like Singapore Fintech Festival, EuroFinance, Money 2020 and many more. Furthermore, you will also support our internal customers across our many external global Swift community events.
As we continue to build our global centre of event operational expertise, this role offers the opportunity to join a growing team of talented professionals and help shape an exciting new chapter for Swift’s global events function.
While the role will involve a significant administrative component at the outset, it also offers strong opportunities to learn, develop and grow within the Swift events ecosystem. In particular, with Sibos coming to Asia for Sibos 2027 Singapore, there will be opportunities to play an important role in supporting this flagship regional edition.
As this is a global operations role, you will collaborate with business teams, internal colleagues, venues and vendors across multiple regions, including APAC, the UK, Europe, the Americas and Africa. Given the global nature of the role, you may occasionally need to be available outside standard working hours, whether early in the morning or later in the evening, to support effective coordination and alignment across time zones.
Key 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
Job Qualifications
- 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
- Experience managing events on a global or regional scale would be an advantage
What we offer
We give you the freedom to be yourself. We are creating an environment of unique individuals – like you – with different perspectives on the financial industry and the world. A diverse and inclusive environment in which everyone’s voice counts and where you can reach your full potential.
We are committed to an inclusive and accessible recruitment process. If you require a reasonable accommodation related to accessibility during your application or interview, please contact [email protected] or indicate this in your application.
Please note that this mailbox is not monitored for general recruitment enquiries and should only be used for accessibility or accommodation-related requests (for example related to vision, hearing or neurodiversity).
All requests are confidential and will not affect your candidacy.
Don’t meet every single requirement? At Swift, we are dedicated to building a workplace where people can bring their full selves and ideas to the team, so if you are excited about this role, we encourage you to apply even if you do not meet every single qualification.