Associate Conference / Event Manager

Links International; Hong Kong Island; On-site; HKD 360,000 - 480,000; Full time

Job summary

Links International in Hong Kong is seeking an Associate Conference Manager to lead conferences, symposia, and educational events from planning through execution. You will ensure a seamless experience for clients, delegates, and stakeholders while coordinating with multiple teams across regions.

The role requires a bachelor's degree and at least five years in event or conference management, with pharmaceutical or healthcare experience preferred.

Qualifications

• Bachelor's degree or above.
• Minimum 5 years in event, meeting, or conference management, pharma/healthcare preferred.
• Can be Senior Conference Executive with less experience.
• Strong planning and organizational skills with attention to detail.
• Excellent communication and stakeholder management.

Responsibilities

• Understand event objectives with clients and define requirements.
• Identify venues and negotiate arrangements within budget.
• Develop project plans, timelines and budgets for events.
• Provide updates on progress and milestones to clients.
• Coordinate with regional teams for attendee communication and engagement.
• Prepare documents and approvals in line with compliance.
• Manage speakers and VIPs travel and accommodations.
• Collaborate with content, creative, and production teams.
• Oversee onsite operations and lead the event team.
• Conduct post-event reviews and financial reporting.

Skills

Project management

Budgeting

Stakeholder management

Negotiation

Event coordination

Leadership

Communication

Attention to detail

Education

Bachelor's degree or above

Tools

Event management software

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.