Job Summary:
The Senior Facilities Executive Events is responsible for planning, coordinating, and executing corporate events and employee engagement initiatives while ensuring seamless event delivery. The role involves managing event logistics, stakeholder coordination, vendor management, budget monitoring, and post-event reporting to deliver high-quality experiences aligned with organizational objectives.
Key Responsibilities
1. Event Planning & Execution
- Plan, organize, and execute corporate events, employee engagement programs, town halls, celebrations, leadership visits, and other organizational activities.
- Develop event timelines, schedules, and execution plans to ensure successful delivery.
- Coordinate event setup, venue arrangements, registrations, branding, and on-site event management.
- Ensure all events are executed in line with organizational standards and objectives.
2. Stakeholder Coordination
- Collaborate with internal teams, business leaders, HR, administration, and other stakeholders to understand event requirements.
- Act as a single point of contact for event-related communication and coordination.
- Manage stakeholder expectations and provide regular updates on event progress.
- Address and resolve event-related issues or escalations promptly.
3. Vendor Management
- Identify, onboard, and coordinate with event vendors, agencies, caterers, decorators, and service providers.
- Negotiate vendor contracts, pricing, and service deliverables.
- Monitor vendor performance to ensure quality, timelines, and service standards are met.
- Ensure timely processing of vendor documentation and invoices.
4. Budget & Cost Management
- Prepare event budgets and track expenses against approved allocations.
- Monitor cost effectiveness and identify opportunities for optimization.
- Maintain accurate records of event expenditures and vendor payments.
- Ensure events are delivered within approved budgets without compromising quality.
5. Logistics & Operations Management
- Manage end-to-end event logistics, including venue coordination, transportation, accommodation, catering, guest management, and audiovisual requirements.
- Ensure all operational arrangements are in place before and during events.
- Conduct site inspections and readiness checks for event execution.
- Coordinate contingency plans to mitigate any event-related risks.
6. Reporting & Documentation
- Prepare pre-event and post-event reports, including attendance, budget utilization, feedback, and outcomes.
- Track event KPIs and provide insights for continuous improvement.
- Maintain event calendars, vendor databases, and documentation records.
- Present event performance reports to management and stakeholders.
