Events & VIP Experience Assistant Manager, Mandai Nature

Mandai Wildlife Group; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

Mandai Nature is seeking an experienced Events professional to lead the planning and execution of diverse events, including Gala Dinners, donor cultivation, and outreach activities. The role involves end-to-end event management, VIP hosting, and cross-functional coordination with Mandai Wildlife Group and conservation teams.

You will oversee budgets, vendor relations, and on-site operations, ensuring flawless guest experiences while supporting fundraising and programmatic objectives.

Qualifications

• Diploma or Degree in Event Management, Hospitality, Communications, or related field.
• At least 5 years of experience in event management, VIP hosting, hospitality or guest relations.
• Experience with fundraising, gala or high-profile events is preferred.
• Proven ability to manage multiple events and timelines with stakeholders and vendors.
• Strong procurement awareness and vendor management experience is an advantage.
• Excellent written and verbal communication, plus calm under pressure during live events.

Responsibilities

• Lead planning and management of a wide range of events throughout the year (Gala Dinner, donor events, outreach events).
• Oversee full event lifecycle: concept, run-of-show, budgeting, logistics, on-site execution and post-event reporting.
• Lead meetings with stakeholders, vendors and event organisers; produce agendas and action trackers.
• Manage on-site operations (load-in/out, seating, AV cues, contingency plans).
• Coordinate flagship fundraising events and programmatic/conservation-themed gatherings.
• Plan outreach events, roadshows and exhibitions; liaise with internal and external stakeholders.
• Lead VIP hosting, protocol, guest lists, briefing notes and hospitality arrangements.
• Coordinate procurement, budget tracking and post-event financial reconciliation.

Skills

Event management

VIP hosting

Stakeholder management

Project management

Budgeting

Vendor management

Communication

Attention to detail

Education

Diploma or Degree in Event Management, Hospitality, Communications, or related field

Job description

Mandai Nature is a successful Singapore-based non-profit conservation organisation jointly set up by Temasek and Mandai Wildlife Group (which manages zoological parks including Singapore Zoo, Night Safari, River Wonders, Rainforest Wild and Bird Paradise). Mandai Nature is the conservation arm of Mandai Wildlife Group and was established with the aim of advancing efforts on biodiversity protection in Singapore and Asia. Through impactful programmes and innovative partnerships Mandai Nature strives to protect nature and inspire action.

Job Duties and Responsibilities:

Event Planning & Delivery

• Lead the planning and management of a wide range of events throughout the year, including the Gala Dinner, donor cultivation sessions, conservation-focused events, outreach events and side events for Philanthropy Asia Summit/Ecosperity.

• Oversee and take ownership of the full event lifecycle; including conceptualistion, run-of-show development, budgeting, logistics planning, on-site execution, and post-event evaluation and reporting

• Set-up and chair planning meetings with internal stakeholders, external vendors and external event organisers, produce agendas, minutes and action trackers

• Manage on-site event operations, including load-in/load-out, seating and guest flow, AV/production cues, and contingency plans.
  

Donor & Programmatic Event Support

• Lead and coordinate flagship fundraising events such as the Mandai Nature Gala and, smaller donor cultivation or stewardship events supporting the fundraising team’s relationship-building goals.

• Plan and deliver programmatic and conservation-themed events (e.g. species-focused gatherings) by collaborating with conservation and programme teams to translate content into engaging guest experiences.
  

Outreach Event Support

• Plan and deliver programmatic and conservation-themed events (e.g. species-focused gatherings) by collaborating with conservation and programme teams to translate content into engaging guest experiences.

• Lead or oversee the planning and execution of outreach events, exhibitions and roadshows.

• Liaise with event organisers, vendors and internal stakeholders on event logistics

• Assist with booth set-up, on-site operations and tear-down.

• Prepare, transport and manage outreach materials and equipment

• Lead post-event administrative follow-up and reporting.
  

VIP Hosting & Protocol

• Work closely with the CEO's office to plan and deliver VIP hosting itineraries, ensuring guest lists, briefing notes and hospitality needs are accurate, comprehensive and timely.

• Establish and uphold protocol standards for guest-of-honour, ambassadorial, ministerial and other high-profile visits, including seating/precedence, gifting, and photography/media moments

• Manager internal event run-throughs and rehearsals, briefing hosts, speakers and frontline staff on protocol, timing and contingencies.

• Serve as the on-site point of contact for VIP guests during events, coordinating discreetly with security, ushers and F&B teams
  

Stakeholder & Vendor Liaison

• Liaise with internal teams at Mandai Wildlife Group including Food & Beverage, Operations, Sales, Marketing, Communications, Group CEO office and at Mandai Nature including Fundraising, Communications and Programme Leads to align on event requirements

• Manage relationships with external event management companies, production houses, caterers and other suppliers, briefing them clearly and holding them accountable to deliverables and timelines.

• Lead cross-functional walkthroughs and site inspections ahead of each event and following through on operational requirements, risks and agreed actions.
  

Procurement & Budget Administration

• Process procurement requisitions, purchase orders and vendor contracts in line with organisational policy.

• Source and evaluate quotations from vendors and event management companies, ensuring value for money and compliance with procurement guidelines

• Track event budgets against actuals, flag variances, and support post-event financial reconciliation and reporting.

Job Requirements:

• Diploma or Degree in Event Management, Hospitality, Communications, Business or related field.

• At least 5 years of relevant experience in event management, VIP hosting, hospitality or guest relations, ideally including fundraising, gala or high‑profile corporate events.

• Proven experience managing multiple events or workstreams concurrently, including timelines, budgets, stakeholders, vendors and operational risks.

• Experience working with senior stakeholders, VIPs, government officials or dignitaries is strongly preferred.

• Experience in procurement processes and vendor management is an advantage.

• Strong project management skills with the ability to manage multiple events and timelines concurrently.

• Excellent stakeholder management and interpersonal skills, comfortable liaising across F&B, Operations, Sales, external agencies and the CEO office.

• Excellent written and verbal communication skills; able to produce clear run-of-show documents, briefs and reports.

• Calm and resourceful under pressure, with strong problem‑solving skills during live event execution

• Close attention to detail and strong sense of protocol, discretion and professionalism when working with VIPs and donors.

• A genuine interest in wildlife conservation and philanthropy is an advantage.

• Willingness to work evenings, weekends and be on‑site as required by the event calendar.