Event Operations Specialist

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 Swifts 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 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.

1. Collaborate with the event planner or client to understand the events 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 youre 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 limit
• 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 youll act as the central point of communication between various stakeholders. Whether its 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 its event planners vendors or suppliers helps you stay informed and get recommendations about the best services

• Degree in Event Management Marketing Communications Business Administration or a related field

• 36 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 everyones 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 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.

Dont 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.