Event Executive

REFORM; Subang Jaya; On-site; MYR 47,000 - 74,000; Full time

Job summary

REFORM is seeking an Event Executive in Malaysia with around 2 years in the event industry. You will handle end-to-end event planning, client coordination, budgeting, and on-ground execution for diverse brands. The role offers fast-paced agency environment exposure with opportunities to work across campaigns and activations.

The candidate should be organised, proactive, and comfortable communicating with clients, vendors, and internal teams. Chinese language skills are a plus.

Qualifications

• Minimum 2 years of experience in the event, experiential marketing, brand activation, or related industry.
• Available to start in September 2026.
• Experience in managing or coordinating events from planning through execution.
• Strong project management and organisational skills.
• Strong communication and interpersonal skills, with the confidence to communicate effectively with clients, vendors, and internal teams.
• Strong problem-solving skills and the ability to remain calm and solution-focused under pressure.
• Able to manage multiple projects, deadlines, and stakeholders in a fast-paced environment.
• Chinese-speaking is an added advantage, particularly when communicating with certain clients, vendors, or stakeholders.
• Experience in an agency, experiential marketing, or brand activation environment is an added advantage.

Responsibilities

• Event Planning & Execution: Plan and coordinate end-to-end events including corporate events, product launches, conferences, exhibitions, roadshows, brand activations, and experiential campaigns.
• Client Coordination: Act as a key point of contact for assigned clients and coordinate updates, timelines, requirements, and deliverables.
• Budget & Cost Management: Assist in preparing event budgets, quotations, and cost estimates; track expenses and approve invoices.
• Internal Collaboration: Work with internal teams to align timelines and deliverables; support proposals and pitches.
• Post-Event & Reporting: Prepare post-event reports and gather feedback; maintain project records.
• Vendor & Stakeholder Management: Source vendors, obtain quotations, negotiate where needed, and ensure on-site readiness.

Skills

Event planning

Client coordination

Budgeting

Vendor management

On-site execution

Project management

Communication

Interpersonal skills

Multitasking

Job description

From the first client briefing to the final guest leaving, you’re the one making it happen.

We’re looking for an Event Executive with around 2 years of experience in the event industry to join our team.

You’ll be involved in everything from event planning and client coordination to vendor management, budgeting, and on-ground execution with plenty of opportunities to work on exciting brands and projects in a fast-paced agency environment.

If you thrive when things get busy, enjoy working with people, and love seeing an idea come to life, this could be your next move.

Role Summary

The Event Executive is responsible for planning, coordinating, and executing events and brand experiences from concept to completion. You’ll work closely with clients, vendors, and internal teams to ensure every event is delivered smoothly, on time, within budget, and to a high standard.

The ideal candidate is organised, proactive, hands-on, and confident communicating with different stakeholders in a fast-paced environment where priorities can change quickly.

Responsibilities

1. Event Planning & Execution

• Plan and coordinate end-to-end events including corporate events, product launches, conferences, exhibitions, roadshows, brand activations, and experiential campaigns.
• Develop event timelines, checklists, run sheets, production schedules, and operational plans.
• Coordinate venues, logistics, registrations, transportation, accommodation, permits, equipment, and other event requirements.
• Conduct venue site visits, rehearsals, and pre-event inspections.
• Be hands-on during event days to ensure smooth execution and resolve issues as they arise.
• Ensure events are delivered on time and according to client requirements.

2. Client Coordination

• Act as a key point of contact for assigned clients throughout the event lifecycle.
• Understand client objectives and translate them into practical event plans.
• Coordinate project updates, timelines, requirements, and deliverables with clients.
• Communicate clearly and confidently with clients to manage expectations and ensure a positive experience.
• Build strong working relationships with clients and support opportunities for repeat collaboration.
• Source and coordinate with event vendors, suppliers, venues, production teams, freelancers, and other partners.
• Obtain and compare quotations based on project requirements.
• Coordinate supplier schedules, deliverables, and on-site requirements.
• Negotiate with vendors where required to achieve cost-effective solutions.
• Maintain strong working relationships with reliable event suppliers.

4. Budget & Cost Management

• Assist in preparing event budgets, quotations, and cost estimates.
• Track project expenses and ensure spending remains within the approved budget.
• Coordinate with Finance on purchase orders, invoices, and vendor payments.
• Identify practical cost-saving opportunities without compromising event quality.

5. Internal Collaboration

• Work closely and coordinate internal requirements and ensure all teams are aligned on project timelines and deliverables.
• Support the team in developing event concepts, proposals, presentations, and pitch decks.
• Manage multiple projects and priorities when required.

6. Post-Event & Reporting

• Prepare post-event reports, event recaps, and project documentation.
• Gather client and attendee feedback where required.
• Review event performance and identify areas for improvement.
• Maintain organised records of event documents, quotations, suppliers, and project information.

Requirements

• Minimum 2 years of experience in the event, experiential marketing, brand activation, or related industry.
• Available to start in September 2026.
• Experience in managing or coordinating events from planning through execution.
• Strong project management and organisational skills.
• Strong communication and interpersonal skills , with the confidence to communicate effectively with clients, vendors, and internal teams.
• Strong problem-solving skills and the ability to remain calm and solution-focused under pressure.
• Able to manage multiple projects, deadlines, and stakeholders in a fast-paced environment.
• Chinese-speaking is an added advantage, particularly when communicating with certain clients, vendors, or stakeholders.
• Experience in an agency, experiential marketing, or brand activation environment is an added advantage.