Specialist, Events

4 weeks ago

Central And Western District, Hong Kong SAR China Sun Life Financial Full time
You are as unique as your background, experience and point of view. Here, you’ll be encouraged, empowered and challenged to be your best self. You'll work with dynamic colleagues - experts in their fields - who are eager to share their knowledge with you. Your leaders will inspire and help you reach your potential and soar to new heights. Every day, you'll have new and exciting opportunities to make life brighter for our Clients - who are at the heart of everything we do. Discover how you can make a difference in the lives of individuals, families and communities around the world.Job Description:Job Purpose

We are seeking a proactive and detail-oriented Events Specialist to join our dynamic events team. In this role, you will play a key part in supporting the Senior Events Manager in the strategic planning, coordination, and execution of various internal and external events. Your focus will be on leading event administration, managing RSVP processes, and driving project planning initiatives, ensuring seamless operations and successful event delivery.Major Accountabilities

Event Administration

Lead the creation and maintenance of event-related documents, including itineraries, WIP deck, schedules, and checklists.Oversee event databases and registration systems, ensuring data integrity and timely updates.Spearhead coordination with vendors and suppliers for event logistics, including venue bookings, catering, and equipment rentals.Direct the preparation and distribution of event materials such as name badges, information packets, travel manifests, and promotional items.RSVP Management and Stakeholder Communication

Design and implement the RSVP process for all events, including invitation strategy, response tracking, and guest list management.Drive communication with attendees regarding event details, confirmations, and updates.Manage inquiries and requests from event participants, ensuring timely and professional responses.Develop and present attendance reports and regular updates to the Senior Events Manager.Project Planning and Strategy Support

Collaborate with the Senior Events Manager in developing project timelines and task lists for upcoming events.Lead liaison efforts with various departments/business units to implement their event requirements.Conduct research and present recommendations for potential event destinations and venues.Actively contribute to brainstorming sessions for event concepts and themes.Assist in budget preparation and take ownership of expense tracking.On-Site Event Support

Coordinate on-site event setup and breakdown processes.Take a leading role in on-site event management, including guest check-in, ground transfer arrangements, and troubleshooting.Design and implement feedback collection methods and contribute significantly to post-event analysis and reporting.Specialized Knowledge

Proficiency in Microsoft Office Suite, especially Excel for data management and PPT.Strong attention to detail, organizational skills and multitasking abilities, can take ownership of assigned tasks, and re-prioritize as needed.Ability to work collaboratively with diverse teams and stakeholders.Content management, graphic and web design experience (Adobe Suite) is an asset.Knowledge of CVent is an asset.Problem Solving

Creative thinking and problem-solving skills.Events, campaigns and programs typically cover all 7-8 of our business units from across Asia, involving various different cultures and business needs. The problem-solving requirement is high and the role is expected to handle complicated situations.Education and Experience

Bachelor degree graduate with 3-7 years relevant job experience.Knowledgeable in Event planning/management.Familiar with local and international travel requirements and venues.Detail oriented and ability to implement multiple projects (time sensitivity).Willing to travel and work beyond office hours.Communication Scope

Frequently interact with stakeholders / PIC across Sun Life Regional Office and BUs.Manage relationships with external vendors and event attendees.Contact point for briefing and interacting with external speakers.

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