Associate Conference / Event Manager

Links International; Hong Kong; On-site; HKD 420,000 - 600,000; Full time

Job summary

Links International in Hong Kong seeks an Associate Conference Manager to oversee conferences, symposia, and educational events from planning through execution, delivering a seamless experience for clients, delegates, and stakeholders.

You’ll need a bachelor’s degree and five or more years of event management experience, preferably in pharma or healthcare, with budgeting, vendor coordination, and strong communication under pressure.

Qualifications

• Strong planning, organizational, and project management skills.
• Experience in budget planning, cost control, and post-event reporting.
• Exposure to virtual, hybrid, or digital event management is advantageous.

Responsibilities

• Work closely with clients to understand objectives and requirements.
• Identify venues and negotiate arrangements within client budgets.
• Develop project plans, timelines, and event budgets for delivery.
• Provide updates on progress, registrations, and milestones.
• Coordinate with regional teams to support attendee communication and participation.
• Prepare documentation in compliance with regulatory requirements.
• Manage speaker and VIP logistics, travel, and accommodation.
• Collaborate with content, creative, and production teams on materials.
• Coordinate with vendors and service providers for successful execution.
• Oversee onsite operations and lead the event team.
• Conduct post-event reviews and prepare financial reports.

Skills

Project management

Stakeholder management

Negotiation

Budgeting

Vendor coordination

Communication

Education

Bachelor's degree

Job description

About the Role

Our Conference & Events team delivers high-quality medical and healthcare meetings across Asia and international markets. As an Associate Conference Manager, you will play a key role in managing conferences, symposia, and educational events from planning through execution, ensuring a seamless experience for clients, delegates, and stakeholders.

Key Responsibilities

• Work closely with clients to understand event objectives, expectations, and specific requirements.
• Identify and coordinate suitable venues, negotiating arrangements that align with client needs and budgets.
• Develop comprehensive project plans, timelines, and event budgets to ensure smooth delivery.
• Provide ongoing updates to clients regarding event progress, registration performance, and key milestones.
• Coordinate with regional and local client teams to support attendee communication, engagement, and participation.
• Prepare documentation and approval materials in accordance with client compliance and regulatory requirements.
• Manage communications and logistics for speakers, key opinion leaders, and VIP guests, including travel and accommodation arrangements.
• Collaborate with internal content, creative, and production teams to develop event-related materials and communications.
• Coordinate with external vendors, production partners, and technical service providers to ensure successful event execution.
• Oversee onsite event operations and lead the event team to deliver a professional and seamless experience.
• Conduct post-event reviews and prepare financial reports, including budget reconciliation and analysis.

Requirements

• Bachelor's degree or above.
• Minimum 5 years of experience in event, meeting, or conference management; experience within the pharmaceutical or healthcare industry is highly preferred.
• Candidate with less experience will consider as Senior Conference Executive
• Strong planning, organizational, and project management skills with excellent attention to detail.
• Effective communication, stakeholder management, and negotiation abilities.
• Proven ability to work collaboratively while demonstrating leadership when required.
• Experience in budget planning, cost control, and post-event financial reporting.
• Exposure to virtual, hybrid, or digital event management would be advantageous.
• Ability to manage multiple projects simultaneously and perform well under tight deadlines.
• Comfortable working in a fast-paced environment and handling pressure effectively.
• Flexible with working hours and willing to support events outside regular office hours when necessary.
• Open to business travel when required.
• Eager to learn, adaptable to change, and committed to continuous professional development.