Senior Executive (Conference Management)

Petronas Lubricants International Sdn Bhd; Perak; On-site; MYR 60,000 - 80,000; Full time

Job summary

A leading oil and gas company in Perak is seeking a Senior Executive (Conference Management) to support planning and execution of conferences. The role requires a Bachelor's/Master's degree, with a minimum of 3 years in Event Management. The successful candidate will manage logistics, engage stakeholders, adhere to protocols, and enhance the organization’s brand through high-quality events and initiatives. Benefits include medical and miscellaneous allowances, and further opportunities for career growth.

Benefits

Medical

Miscellaneous allowance

Dental

Sports (e.g., Gym)

Vision

Hospitalization Insurance

Qualifications

• Minimum 3 years of experience in Event Management or related field.
• Strong verbal and written English skills; multiple languages are preferable.
• Knowledgeable in Protocol & Etiquette for event management.

Responsibilities

• Plan, coordinate, and execute conferences to meet organizational objectives.
• Engage and maintain relationships with internal and external stakeholders.
• Monitor conference KPIs and prepare detailed reports for improvement.

Skills

Event Management

Communication skills

Organizational skills

Time management

Teamwork

Education

Recognised Bachelor / Master Degree

Mass Communication, Public Relations, Marketing, Business Management

Tools

Microsoft 365

Job description

Senior Executive (Conference Management)

Support the planning, coordination, and execution of conferences to achieve organizational objectives and deliver impactful attendee experiences. Ensure all conference activities are managed efficiently and professionally, contributing to the organization’s reputation and image. Provide operational and logistical support for events, official visits, and merchandise initiatives, collaborating with internal and external stakeholders to facilitate seamless execution and continuous improvement.

The position serves as a key coordinator for conferences, acting as a support resource for events, visits, and merchandise activities. It facilitates collaboration among internal teams and external partners, upholds professional standards, and contributes to the delivery of high-quality, memorable experiences for all participants.

Key Accountabilities

• Conference Management: Execute the comprehensive planning, coordination, and delivery of conferences by managing logistics, programme development, invitations, protocol compliance, and on-site operations. Ensure all conferences align with organizational objectives, meet stakeholder expectations, and contribute to the university’s reputation. Monitor conference KPIs such as attendance, participant satisfaction, and post-event evaluations, and prepare detailed reports and recommendations for continuous improvement.
• UEvent Management: Coordinate the implementation and evaluation of UEvent initiatives by supporting the design, scheduling, and execution of UEvent activities. Collaborate with internal teams and external partners to ensure UEvent events are well-organized, impactful, and aligned with conference management goals. Maintain accurate records of UEvent activities and assist in post-event analysis to identify successes and areas for enhancement.
• Stakeholder Engagement: Develop and sustain effective working relationships with internal teams, external partners, sponsors, vendors, and community stakeholders. Facilitate communication and collaboration to ensure the successful execution of conferences, UEvent, events, and visits. Represent the university professionally in all interactions, supporting superior’s engagement strategies and reputation-building efforts.
• Event and Visit Support: Prepare and facilitate logistics for events and official visits by assisting in venue arrangements, guest management, protocol and ceremonial requirements, and on-site support. Ensure all activities are executed efficiently, comply with university standards, and deliver memorable experiences for attendees. Support superior and team in managing high-profile events and visits, contributing to seamless operations and stakeholder satisfaction.
• Compliance and Protocol Adherence: Facilitate compliance with relevant policies, guidelines, and legal requirements by ensuring all activities adhere to established protocols and standards. Monitor and enforce protocol and ceremonial requirements for conferences, UEvent, events, and visits, upholding professional standards and organizational values.
• Process Improvement and Quality Assurance: Review and improve operational processes by participating in post-activity evaluations, gathering feedback, and identifying areas for process enhancement. Implement best practices in conference and event management, and contribute innovative ideas to increase efficiency, effectiveness, and stakeholder satisfaction.
• Administrative and Reporting Support: Prepare and maintain accurate records, databases, and reports for conferences, UEvent, events, and visits. Track budgets, leave and training for assigned activities, and provide timely documentation and presentations to management and stakeholders. Support management decision-making and contribute to continuous improvement initiatives.
• Brand Representation and Enhancement: Uphold and enhance the organisation’s reputation through the delivery of high-quality conferences ensuring a consistent and positive brand image.

Qualifications

• Recognised Bachelor / Master Degree in any discipline preferably in Mass Communication, Public Relations, Marketing, Business Management or any relevant qualifications.

Experience

• Minimum 3 years of experience in Event Management or Corporate Relations and Public Affairs portfolio or any relevant field.
• Knowledgeable in Protocol & Etiquette as well as matters related to event management.
• Professional qualification and advanced degree would be an added advantage.
• Strong verbal and written English skills. Multiple language skills are preferable.
• Good time management skills – responsive, flexible and able to manage multiple tasks, projects simultaneously, and meet strict deadlines.
• Works independently and remotely to majority of other teams.
• Strong organisational skills, planning skills and the ability to multitask.
• Strong interpersonal and communication skills and teamwork.
• Good knowledge in Microsoft 365.
• Excellent communication skills, interpersonal skills and the ability to work with technical and non-technical business groups across the Company.

Perks and Benefits

• Medical
• Miscellaneous allowance
• Dental
• Sports (e.g., Gym)
• Vision
• Hospitalization Insurance, Medical & Annual Leave