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Events Specialist

The Flexi Group is a collection of beautifully designed flexible workspace brands with spaces across Asia Pacific and Australia. Our brands include The Hive, Common Ground and The Cluster, each bringing our community a unique member experience. We build, nurture and expand a community of professionals, serving as a hub for connection and collaboration for businesses.

Our mission is to inspire meaningful connections by building a second home where members become friends and ideas become a reality.

We’re looking for people who want to make a meaningful impact on people’s workplace experience and someone who thrives in a collaborative setting. Take the next step in your career, join The Flexi Group’s dynamic team and become a part of the community.

A DAY IN THE LIFE OF

The Event Specialist is responsible for a multitude of facets, from event planning, logistics, and sales to execution. You will be the ambassador of our brand, the driving force behind the events programme, creating unique experiences for our target audience, our members and the greater Flexi Group community.

We are looking for a fun-loving, highly energetic and organised individual who is passionate and has an entrepreneurial mindset to drive business.

This individual will oversee multiple events across our spaces from start to finish, going above and beyond to ensure weekly and monthly events run smoothly.

ADMINISTRATION AND FINANCE

*Build a series of engaging and diverse events as per our event categories, Business, Community-Bonding, Entertainment and Wellness, to contribute to the growth of creative communities.

*Working alongside the Head of Operations to set the Annual Community Events Calendar, including reporting and forecasting the total of events and its results for each quarter.

*Guide the Community Team to fill up their location’s event calendar and follow the 8 weeks workflow to ensure they achieve success. From brainstorming, outreaching out to potential collaborators, event promotion and overseeing execution plans.

*Support with creating quotes and invoices to vendors and collaborators where necessary.

EVENT EXPERIENCE AND OPERATIONS

*Meet with event organisers, members or potential members to understand their needs to coordinate the team.

*Frequent onsite event support where needed, support the Community Teams to lead the events and assist in any way to ensure smooth execution.

*Liaise between the Community Teams and Marketing Team to strategise on creative events promotions to boost event reach and attendance.

*Conduct regular check-ins with each location – debrief on hosted events, give the advice to improve event performance and execution efficiency and offer support on upcoming events.

*Oversee and execute events on the day, ensuring every team member knows their role, every event organiser knows the run of the show, and every guest has their expectations exceeded.

*Ensure the location is ready prior to an event, including moving furniture, room layout and set-up, catering and crockery preparation, space cleanliness etc.

*Ensure that event organisers, caterers and guests have the tech set up for their event; assist with troubleshooting technical issues, equipment is set up, and wifi details are shared.

*Follow up with event organisers after the event is held to continue the relationship and gain feedback and action learnings.

SALES AND PARTNERSHIPS

*Streamline the process of private events by identifying and improving all possible touch points – from the method of receiving and collecting information, assigning to location teams, passing on for execution, and following up.

*Manage all incoming private event space rental leads and coordinate with the Community Team to confirm bookings and arrangements.

*Analyse private events sales performance on a monthly basis and work closely with the Marketing Team to create packages and promotions for private event spaces.

*Outreach in social events or related functions on behalf of our brands to attain more leads for event bookings.

*Outreach to potential partners to build up brand awareness and benefit community engagement.

PEOPLE

*Train new Community Team hires in event processes, planning and execution.

*Work closely with Community Teams to create best practices that help build a more robust and more thriving community.

*Be the go-to person between Community Teams and Marketing Team to ensure Community events and Private events are both marketed via various platforms effectively.

*Work with the Country Manager to reinforce locations to make progress with events planning on a regular basis.

REQUIREMENTS

*Two years experience in a customer-facing position, ideally within entertainment and events.

*Personable with strong verbal and written communication.

*Exceptionally organised with the ability to multitask.

*Thrives under pressure and is solution-oriented.

*Reliable, self-driven, with the ability to work with teams and independently.

*University Degree in Events or a related field is an advantage.

*Proficient with Google Drive and Sheets.

*Good business acumen.

*Ability to manage critical situations and take action quickly.

*Prior experience in coworking, a startup business or Events would be an advantage.

*Fluent in English, Cantonese is a plus.

BENEFITS

 

*A competitive salary is reflective of your growth.

*Variety of discounts across our growing industry partners.

*A comprehensive training academy to support your growth and longevity with us.

*A fun, dynamic working environment with a diverse, world-class team.

*Regular team and community events based on our four event pillars; Business, Community-building, Entertainment and Wellness.

*An extra day of leave to celebrate your birthday.

*A dedicated day per quarter to volunteer at a charity of your choice.

 

WE ARE AN EQUAL OPPORTUNITY EMPLOYER

We are committed to creating an inclusive, respectful environment that embraces individuality and talents. All appointments and promotions are made on the basis of performance and ability. We are committed to the continued development of our teams’ personal skills and business acumen. All team members will be treated fairly and unbiasedly and given every encouragement to reach their potential.

 



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