EVENT PROJECT COORDINATOR / EXECUTIVE

ROLE OVERVIEW

The Event Project Coordinator / Executive supports the Project Manager in the planning, coordination and successful delivery of events and industry programmes managed by TAC-Group.

The role is highly execution-focused and requires an organised, responsible and hands-on individual who is comfortable managing multiple tasks, coordinating with different stakeholders and working towards tight event deadlines.

The successful candidate will work closely with Project Managers, internal departments, clients, association committees, speakers, sponsors, exhibitors, vendors and other stakeholders to ensure projects are delivered professionally, on schedule and according to agreed requirements.

KEY RESPONSIBILITIES

1. Event & Project Coordination

• Support the Project Manager in planning and executing conferences, seminars, exhibitions, awards ceremonies, gala dinners, networking events, workshops and other industry programmes.

• Develop and maintain project timelines, task lists, checklists and event documentation.

• Follow up closely on assigned tasks and ensure deadlines are met.

• Coordinate event logistics including venue arrangements, catering, audio-visual requirements, transportation, accommodation, signage, equipment and other operational requirements.

• Assist with preparation of event programmes, run sheets, floor plans, seating plans and operational schedules.

• Conduct venue inspections and participate in event rehearsals where required.

• Provide on-site support during event setup, actual event days and teardown.

2. Sponsors, Exhibitors & Partners

• Support the Project Manager in servicing sponsors, exhibitors and industry partners.

• Follow up on sponsorship and exhibition deliverables, artwork, logos, advertisements and other required materials.

• Coordinate booth requirements and exhibitor logistics where applicable.

• Maintain good communication with participating companies and ensure agreed deliverables are fulfilled.

• Assist in preparing sponsorship fulfilment and post-event reports.

3. Administration & Documentation

• Prepare meeting agendas, minutes, project updates and relevant correspondence.

• Maintain organised project files, databases and documentation.

• Prepare registration lists, name badges, certificates, signage and event materials.

• Assist with purchase requests, invoices, quotations and payment documentation.

• Maintain proper records of project expenses and supporting documents.

• Assist in preparing post-event reports, statistics and participant feedback.

4. Internal Team Coordination

• Work closely with Marketing, Administration, Finance, Industry Development and other internal teams to ensure smooth project delivery.

• Attend project meetings and provide regular updates on assigned responsibilities.

• Highlight delays, problems or potential risks to the Project Manager promptly.

• Take ownership of assigned tasks and follow through until completion.

• Support other company projects and events when required.

REQUIREMENTS

• Diploma or Degree in Event Management, Hospitality, Business, Marketing, Communications or a related discipline.

• Fresh graduates are welcome to apply for the Project Coordinator position.

• Candidates with 1–2 years of relevant experience may be considered for the Project Executive position.

• Strong organisational and time-management skills.

• Good written and verbal communication skills.

• Able to manage multiple assignments and deadlines simultaneously.

• Detail-oriented with good follow-up skills.

• Proficient in Microsoft Office applications, particularly Word, Excel and PowerPoint.

• Comfortable communicating with senior executives, association leaders, government agencies, corporate partners and international delegates.

• Able to work independently while being an effective team player.

• Willing to work outside normal office hours during event periods.

• Willing to travel overseas when required for projects.

DESIRED ATTRIBUTES

We are looking for someone who is:

• Responsible – takes ownership and follows through on commitments.

• Organised – able to keep track of many moving parts without losing sight of details.

• Proactive – identifies what needs to be done instead of waiting to be instructed at every step.

• Resourceful – able to find practical solutions when unexpected situations arise.

• Responsive – communicates and follows up promptly with colleagues and stakeholders.

• Calm under pressure – able to perform effectively during demanding event periods.

• Service-oriented – understands that stakeholder experience is an important part of successful event delivery.

• Team-oriented – willing to support colleagues and contribute beyond individual assignments when necessary.