Event & Broadcast Coordinator

Date: Jan 16, 2022

Location: Singapore, SG

Company: Capital Group

 

 

Overview

As part of the EACG Marketing team, based within Asia, the Event & Broadcast Coordinator is responsible for planning, coordinating, and executing on Asia based sales / client events and video requirements for the European and Asia Pacific Client Group. Working closely with the line manager responsible for events & broadcast strategy, and the local Marketing CMM team, the Event & Broadcast Coordinator will also be responsible for measuring ROI on events, monitoring event / broadcast budgets and managing event and broadcast related research / analysis projects as needed.

 

 

Detailed Description of Role

 

Develops, plans, and executes on all aspects of event and broadcast requirements within the Asia Pacific region working in close conjunction with European Event and Broadcast colleagues and broader local marketing team. Event coordination covers physical, hybrid and virtual events at external and occasional internal level. External events include third-party conferences, signature Capital Group client conferences and webinar events, roadshows, and roundtables. Coordinates and executes Asia based requirements for video content and production.

 

 

Planning

 

  • Liaises with stakeholders including Institutional Relationship Managers, Financial Intermediary Sales Managers and Country Marketing Directors to understand the regional annual event schedule and requirements for both audience segments.
  • Work together as a team with other Capital Associates, including but not exclusively with the Global Enterprise marketing team; NACG/EACG events team/colleagues; Business Development Associates and Assistants, to plan and execute on any required project for which the coordinator is responsible for.
  • Facilitates and drives the planning process to gather all requirements and goals.
  • Stays abreast of third-party events and conference, venues, market rates, and event execution best practice.
  • Applies knowledge of local country norms and cultures where applicable.

 

 

Project Management

 

  • Selects appropriate venues / vendors for events & broadcasts based on suitability, size, location, price and service.
  • Carefully evaluates venues / vendors and makes suitable recommendations and proposals, comparing and contrasting benefits and costs.
  • Researches and/or visits venues / vendors prior to use.
  • Negotiates venue / vendor rates to keep all events within budget. Monitors budget expenses and all vendor invoices.
  • Manages vendor relationships through negotiation of contracts - ensuring agreed service levels are attained - and providing feedback to vendors.
  • Coordinates with Legal, Risk and Procurement as necessary.
  • Reviews and processes invoices. Verifies work for services provided for payment on work that has been completed.
  • Responsible for individual event / broadcast budgets and cost-benefit analysis.

 

 

Relationship Building

 

  • Develops and maintains effective professional relationships with key external and internal clients, business units and colleagues.
  • Communicates clearly and effectively, ensuring that stakeholders feel informed and confident with regards to the planning and execution of high quality events / broadcast content / production.
  • Ensures appropriate level of service is provided, by understanding the needs of the business and the associated business impacts.

 

 

Internal Communication

 

  • Researches events / broadcast requirements, sometimes with an assigned sponsor from the department or else alone, to understand parameters and gain maximum value for the organisation.
  • Schedules appropriate speakers and ensures they are given all relevant information about the event / video content including, but not limited to meeting / video purpose, audience and event itinerary / context of video usage.
  • Keeps internal stakeholders regularly informed of event updates / progress of video assets.
  • Liaises with speakers and external providers to ensure timely delivery of event materials.
  • In liaison with external agencies, defines the scope, monitors progress and ensures timely and on budget delivery of video assets.
  • Where needed, chairs / facilitates meetings and discussions - develops agenda items, guides discussions, and follows through on action items, while adjusting style and content according to the audience. Able to navigate through opposing viewpoints, including with senior stakeholders, and gain consensus agreement. Supports line manager in building the Event and Broadcast function into a trusted centre of excellence.
  • Event execution & post event analysis.
  • Working with internal partners such as Design/Digital marketing, prepares event communications / invitations and other marketing collateral needed (such as pop-up banners, posters, slides, thank you gifts etc).
  • Manages guest lists, invitations and response process for events using SFDC and Exact Target.
  • Monitors / manages attendee responses.
  • Prepares name badges / guest lists for physical events.
  • For physical events, where attending in situ, ensures the set up and deconstruction of the event, registers and greets attendees, and anticipates any issues that may occur. Develops solutions to those issues.
  • For all types of events, addresses unforeseen issues, considers the options and appropriately makes decisions independently in time-sensitive situations. Communicates and updates others as appropriate. Escalates where necessary.
  • Manages vendors' service by assuring service-level agreements are met.
  • Where in situ at a physical event, acts as a resource to attendees throughout the event and uses knowledge of Capital Group and the investment industry to respond to questions attendees may have about the event or about Capital Group.
  • Post event, tracks event attendance, creates detailed reports of attendees and non-attendees to enable effective post event communications and to identify cross-selling opportunities for sales teams.
  • Together with line manager/internal partner, conducts wash-up sessions to report back on overall costings, future strategy with regard to the individual event and to compile lessons learned.
  • Strives for continuous improvement in each instance and demonstrates evidence of taking suggestions for improvement on board.
  • Performs additional responsibilities as assigned.

 

 

Video Execution

 

  • Working with internal stakeholders and Event & Broadcast team colleagues, defines the scope of any required video content / production requirements.
  • In conjunction with internal teams and presenters, define the final content that is to be delivered and provide the selected production agency with the appropriate brief.
  • Manages the process and coordinates schedules for appropriate speakers and video production team for recording including liaising with regard to any external studio location.
  • Liaises with production agency with regard to any required edits and ensures content review by copy editors / Legal and Compliance to secure final content sign-off.
  • Once final content in English language version is approved, ensure, as required, that sub-titled versions are completed as required for regional markets and complied as necessary.
  • On consideration of final signed off content, define the edited content required for any related social media promotion.
  • Liaises as appropriately with internal stakeholders as regards to uploading of video content to CG regional websites as required.
  • Monitors and ensures project has been delivered on time and to agreed budget.

 

 

Requirements

 

  • Demonstratable, deep events / broadcast / production experience ideally within asset management or financial services within APAC.
  • Comfortable working on events execution / video production projects and on being involved with more strategic projects.
  • Experience working with events & video agencies / virtual event platforms / external suppliers.
  • Demonstrates ability to collaborate and develop / maintain working relationships inside and outside the organisation.
  • Demonstrates effective and professional service orientation and builds appropriate rapport with internal and external contacts.
  • Demonstrates initiative by identifying issues and recommending solutions.
  • Demonstrates strong written and oral communication skills with a diverse group of associates and business leaders.
  • Meticulous attention to detail.
  • Positive, can-do attitude and enthusiasm.
  • Experience with budgeting and cost analysis.
  • Willing to take accountability and ownership, maintaining trust in the events & broadcast function.
  • Able to allocate roles and responsibilities, where necessary.
  • Ability to work independently and with self-direction but must also be collaborative and highly team-oriented.
  • Able to overcome obstacles and find solutions.
  • Committed to the end-to-end process as regards delivery of events in physical/hybrid or virtual scenarios & on delivery of video content (preparation, execution and follow-up).
  • Willing to work outside regular office hours at evening and weekend events, as necessary.
  • Willing to travel within the APAC region and internationally.
  • Education to degree level of equivalent.


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