Coordinator to HODs

VML; Kuala Lumpur; Hybrid; MYR 50,000 - 70,000; Full time

Job summary

A dynamic tech and creative agency in Kuala Lumpur is seeking an Event Coordinator to manage senior stakeholder logistics, coordinate company events, and ensure seamless operations in a fast-paced environment. The ideal candidate has solid experience in event coordination and excellent organizational skills. This role requires on-site work and the flexibility to manage varying schedules. Join our team to foster creativity and collaboration.

Qualifications

• 4–6 years in coordination, events, or admin roles; at least 2 years supporting senior stakeholders.
• Fluent in English; other languages a plus.
• Able to work on-site, attend events, and occasionally work outside standard hours.

Responsibilities

• Act as key coordination point for senior stakeholders.
• Manage calendars, meetings, and travel arrangements.
• Coordinate logistics for company events and clients.

Skills

Stakeholder Management

High-Level Coordination Skills

Event Planning & Execution

Organizational & Attention to Detail

Problem-Solving & Resourcefulness

Mobility & Energy

Approachability & Maturity

Communication Skills

Tech & Tools

Industry Fit

Education

Diploma or degree in Business Admin, Events Management, Communications

Tools

MS Office

Google Workspace

calendar management tools

Job description

Who We Are:

At VML, we are a beacon of innovation and growth in an ever-evolving world. Our heritage is built upon a century of combined expertise, where creativity meets technology, and diverse perspectives ignite inspiration. With the merger of VML&R and Wunderman Thompson, we have forged a new path as a growth partner that is part creative agency, part consultancy, and part technology powerhouse. Our global family now encompasses over 30,000 employees across 150+ offices in 64 markets, each contributing to a culture that values connection, belonging, and the power of differences. Our expertise spans the entire customer journey, offering deep insights in communications, commerce, consultancy, CRM, CX, data, production, and technology. We deliver end-to-end solutions that result in revolutionary work.

CORE PURPOSE OF THIS ROLE

To act as the key coordination point for multiple senior stakeholders (HODs), ensuring smooth operations, high‑quality event execution, and proactive problem‑solving in a fast‑paced, creative environment.

KEY RESPONSIBILITIES

Supports HODs on Administrative Task

• Calendar Management for HODs – Send invitations, manage calendars, identify clashes,OD schedules, etc.
• Meeting Set Up – Meeting room booking, AV set up, F&B requirements if any, client event booking at restaurants, department activities.
• Travel Arrangement with Sunway Travel – Home/Leave/Business/Travel Visa.
• Maconomy – Leave application, expense claims, timesheet and department approvals.
• Assist HOD with any required ad‑hoc follow‑up and vice versa, and assist to chase HOD on requests if required.

Office Business Travel Arrangement and Booking

• Plan and execute company events, such as team‑building activities, holiday parties, and vendor events.
• Coordinate logistics for off‑site meetings and events, including booking venues, arranging catering, and managing transportation.
• Manage event budgets and timelines, ensuring events are executed within budget and on schedule.
• Assist HR to follow up – Repatriation for HOD, work visa, entitlement, home/leave passage, insurance, etc.

Event Coordination

• Co‑coordinate company events, such as team‑building activities, holiday parties, and vendor events.
• Client Visit Coordination to Office – Coordinate setup and logistics for off‑site and online meetings and events, including booking venues, arranging catering, and managing transportation especially for VIP guests and clients.
• Manage event budgets and timelines, ensuring events are executed within budget and on schedule.

• Liaise with Wework on meeting room and event booking.
• Source and liaise with birthday/gifting vendors for HODs.
• Coordinate with delivery and courier services for internal/external distribution.

ESSENTIAL SKILLS & EXPERIENCE

• Stakeholder Management – Proven ability to work with senior leaders, clients, and vendors with professionalism and confidence.
• High‑Level Coordination Skills – Experience managing multiple calendars, travel arrangements, and event logistics simultaneously.
• Event Planning & Execution – Hands‑on experience in planning, coordinating, and running in‑house and off‑site events.
• Organizational & Attention to Detail – Demonstrated ability to track multiple moving parts without missing deadlines.
• Problem‑Solving & Resourcefulness – Able to anticipate issues, find solutions quickly, and work independently.
• Mobility & Energy – Comfortable being on the move, setting up events, liaising with vendors, and managing last‑minute changes.
• Approachability & Maturity – Personable, adaptable, and easy to work with; able to maintain composure under pressure.
• Communication Skills – Strong verbal and written communication in English (and local language if applicable).
• Tech & Tools – Proficient in MS Office/Google Workspace, calendar management tools, and basic event tech (AV set‑up, Teams/Zoom).
• Industry Fit – Experience in, media, events, hospitality, or similar fast‑paced, non‑corporate environments preferred but not mandatory.

MINIMUM ELIGIBILITY

• Education – Diploma or degree in Business Admin, Events Management, Communications, or related field (or equivalent work experience).
• Experience – 4–6 years in coordination, events, or admin roles; at least 2 years supporting senior stakeholders.
• Language – Fluent in English; other languages a plus.
• Availability – Able to work on‑site, attend events, and occasionally work outside standard hours.
• Work Style – Independent, proactive, and comfortable with ambiguity.

We believe the best work happens when we’re together, fostering creativity, collaboration, and connection. That’s why we’ve adopted a hybrid approach, with teams in the office an average of four days a week. If you require accommodations or flexibility, please discuss this with the hiring team during the interview process.

WPP (VML) is an equal opportunity employer and considers applicants for all positions without discrimination or regard to characteristics. We are committed to fostering a culture of respect in which everyone feels they belong and has the same opportunities to progress in their careers.

VML is a WPP Agency. For more information, please visit our website, and follow VML on our social channels via Instagram, LinkedIn, and X.

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