Job Description

About the Role * Responsible for the planning and execution of South East Asia events (external & internal in-person, virtual & hybrid) * Excellent opportunity to work with experienced event managers on the high-profile events within Swiss Re a About the Role Responsible for the planning and execution of South East Asia events (external & internal in-person, virtual & hybrid) Excellent opportunity to work with experienced event managers on the high-profile events within Swiss Re and the Reinsurance industry Opportunity to work with various functional groups within the organization, to plan and deliver these events Focus on event management in the first half of placement and gain excellent experience in office relocation management in the second half of placement Primary Responsibilities (mainly from nowto November 2022) Internal Events Management / Conference & Event Services Project planning for any internal and external events in South East Asia, such as Townhall, board meetings, cocktail events, client conference and webinar. Provide event management service as per our services level and services catalogue. Working with internal partners to build invitations and registration sites within the online platforms, and manage the end-to-end invitation process Sourcing venues/suppliers and handling the entire event logistics, including but not limited to audio visual requirements, event material production and internal partner liaison Assist with order/ food and beverage catering and setting up of venue On-site event management and execution (in-person and virtual) Managing invoice processing Travel Services Local contact for general enquiries and assist Business unit to escalate to Group Travel Management or agency when necessary Support Group Travel Management in the annual Hotel RFP program for SEA by performing hotel visits where possible, evaluation of corporate rate proposal before final recommendation to Group Travel. Collaborate with Business units on their preferred hotel venue. Short Term Accommodation Conduct relevant site inspection of apartment on conditions of property, amenities and quality of services. End to end service from collation of information from Human Resources (budget, of apartment, checked in/out date etc.) to submission of proposal, liaison between user and vendor and finally checked in of . Secondary Responsibilities (in addition to Primary from November 2022 to Jan 2023 Operational Excellence Supporting high performance delivery in the following areas: Office Relocation He/She will be involved in the relocation of 350 employees from existing office to a brand new building in a new location involvement spanning from the area of employee communication, change management, physical relocation to preparation of new space for First Day of Operations. One of the key members supporting change management communication engaging employee using various platforms generating questionnaire and survey working closely with Group Comms broadcasting on SharePoint Site and Yammer. The new building has a dedicated MICE facilities available for booking by tenants. He/She will have to understand the Landlord's management and operation to recommend and formulate internal service levels on use of these facilities by Swiss Re taking into consideration our commitment to carbon emission and Sustainable Gastronomy objectives About You Minimum 5 years' experience in event planning and management/execution Experience in corporate environment is advantageous Knowledge in Microsoft applications (word, PowerPoint and excel) and Outlook. Knowledge in event tools (Teams meeting, Teams Live Event, Sli.do and Cvent) is advantageous Ability to multi-task and adapt to changing environments. Client focused, highly organized, and process oriented A highly motivated and proactive individual with strong prioritization skills and attention to details Think and work proactively to provide solutions to solve problems. Strong problem-solving and project management skills and ability/flexibility to confidently lead and manage an event on an end-to-end basis Independent to take initiative and ownership of assigned projects Team player with proven ability to communicate in clear, concise and accurate manner, and able to collaborate with team members, vendors and all levels of internal and external stakeholders Ability to meet deadlines with a high degree of efficiency and attention to detail. International travel within Southeast Asia maybe required Keywords: Reference Code: 119623