Manager, Group Events

About FWD Group

FWD Group (1828.HK) is a pan-Asian life and health insurance business that serves over 40 million customers across 10 markets, including BRI Life in Indonesia. FWD’s customer-led and tech-enabled approach aims to deliver innovative propositions, easy-to-understand products and a simpler insurance experience. Established in 2013, the company operates in some of the fastest-growing insurance markets in the world with a vision of changing the way people feel about insurance. FWD Group is listed on the Hong Kong Stock Exchange under the stock code 1828. For more information, please visit www.fwd.com

PURPOSE

·       Manage, plan and deliver complex logistics and facilitate seamless events

·       Build and execute events of the highest caliber

KEY ACCOUNTAIBILITIES

·       Event delivery: Manage and deliver high quality key internal Group Office FWD live and virtual events by providing end-to-end service pre and post event from conceptualisation to implementation and execution

·       Event management: Manage relationships with venues, suppliers, catering and follow up with speakers, conduct event planning calls via in-person and/or online platforms. Arranging venues, overall event flow and scheduling, managing IT support and ensuring all Audio Visual set up and equipment is logical and operational

·       Capable of leading and/or supporting the planning, marketing, administration, logistics and execution of multiple events, including managing delegate registrations and event planning meeting preparations

·       Create and manage detailed event plans, timelines and budgets, ensuring adherence to project milestones and financial targets

·       VIP management: Experience in VIP speaker and delegate management and arranging board and executive office meetings

·       Stakeholder management: Collaborate with stakeholders to understand event objectives, budgets and expectations

·       Build and maintain relationships with key internal stakeholders, external partners, vendors and agencies

·       Adhere to event policies and standard operating procedures
·       Corporate meeting management: Schedule and book meeting venues as well as organise outlook calendars for management teams, ensuring back-to-back meetings, events and evening functions run smoothly
·       Logistics management: Coordinate intricate travel arrangements, including flights, ground transportation, and hotel bookings for executive meetings and events

·       Confidentiality and discretion: Capable of maintaining strict confidentiality of all FWD management and board data and documentation

·       On-site and remote support: Provide on-site event management, including troubleshooting, problem-solving and ensuring a smooth event flow

·       Vendor management: Manage vendor relationships, negotiate contracts and oversee the procurement of event services and supplies.Skilled in confidently negotiating venues, meeting packages, and event services

·       Conduct site visits and inspections to ensure venues meet event requirements and safety regulationsEvent budgeting and systems administration: Manage the event budget to ensure effective governance, delivering savings and value for event spend

·       Familiar with payment systems, vendor onboarding steps, invoice processing and financial payment processes

·       Corporate governance: Manage event marketing and event  communications plans and collaborate with Group Brand and Group Communications in developing content and branded items

·       Ensures events are planned within company guidelines and manages the risks associated with events to protect the brand. Proactively engages Compliance, Legal, Risk, Corporate Security and other key partners as needed

·       Process improvement: Oversee event SOPs and attendee management process making suggestions on best practice and solutions

·       Stay updated on industry trends, best practices and emerging technologies in event planning

·       Post-event analytics: Possess knowledge of event related financial reporting and analytics

·       Post-event reporting includes budget reconciliation, event debriefing meetings and survey result analysis to create a presentation for stakeholders and senior management 

·       Evaluate event success and gather feedback from attendees and stakeholders for continuous event improvements

QUALIFICATIONS / EXPERIENCE

·       8-13 years of events management experience

·       2-4 years virtual event experience

·       Experience handling stakeholders from diverse teams across Asia Pacific

·       Excellent organisational skills

·       Strong communications and inter-personal skills in English and Chinese

·       Excellent knowledge of MS office (PPT specifically) & event management technology/platforms

·       Experience in Adobe illustrator a plus

·       Ability to travel when required

KNOWLEDGE & TECHNICAL SKILLS

·        Proficient in understanding hotel rooming lists and reports

·        Skilled in creating production show rundowns with clear and concise direction to the AV vendor noting all transitions with extreme focus on attention to detail

·        Working knowledge/experience with virtual events platforms/technology (i.e. zoom and Cvent) and ability to assess and advise on functionality to meet the needs of the event

·        Experience creating production show rundowns with clear and concise direction to the AV vendor noting all transitions with extreme focus on attention to detail

·        Show calling for live and virtual events experience a plus

·        Previous experience in a similar role for a financial institution

·        Specific experience in managing both internal and external client events, including conferences and higher end/premiere hospitality events

·        Comfortable working in a fast-paced environment with demanding and challenging event hosts

·        Excels under pressure and confident handling last-minute details and changes