About the Company:
This company is a global leader in the design, marketing, and production of creative brand experiences. With a rich history spanning over 50 years, the company specializes in delivering innovative solutions across various sectors, including exhibitions, events, retail, and digital experiences. Headquartered in Hong Kong, with a presence in over 30 countries, the company helps brands connect with audiences through engaging, immersive, and memorable experiences. Known for its commitment to quality, creativity, and cutting-edge technology, it has established itself as a trusted partner for leading companies seeking to make a lasting impact in the marketplace.
Position Overview:
We are seeking a highly experienced and dynamic professional to lead the Secretariat for our mega international events. This critical leadership role requires an individual with extensive experience in managing large-scale, complex international events, as well as the ability to coordinate multidisciplinary teams and stakeholders. The Head of the Secretariat will oversee all aspects of event production, program management, and coordination to ensure the smooth execution of high-profile events.
Key Responsibilities:
Lead and manage the event secretariat team, ensuring effective coordination and execution of all event-related activities.
Oversee and manage all aspects of program and project management for large-scale, international events, ensuring timelines, budgets, and quality standards are met.
Develop and implement strategies for the successful execution of mega international events, from inception to conclusion.
Manage a team of over 10 collaborators, demonstrating strong leadership and fostering collaboration and accountability.
Ensure the successful execution of MICE (Meetings, Incentives, Conferences, Exhibitions) events with over 200 participants, maintaining high standards of service delivery and client satisfaction.
Monitor and report on the progress of ongoing projects, identifying and addressing potential issues and risks in real-time.
Draft and manage event budgets, ensuring cost control and financial accuracy.
Coordinate with clients, stakeholders, suppliers, and external vendors, managing relationships and ensuring seamless collaboration.
Ensure compliance with all protocols and ceremonial requirements, especially for international and institutional events.
Oversee the creation of detailed event schedules and timelines, ensuring all milestones and deadlines are met.
Provide regular reporting to senior management and stakeholders on the status of projects and event execution.
Ensure high levels of service and hospitality in alignment with the event’s objectives and target audience.
Required Skills & Qualifications:
Experience:
At least 15 years of proven professional experience in the events industry.
A minimum of 10 years of experience in managing large-scale, international events (preferably mega events).
At least 10 years of experience in event production, with a demonstrated ability to lead complex projects and teams.
Leadership & Management Skills:
Proven ability to manage and lead teams, with experience overseeing 10+ direct reports.
Strong leadership and interpersonal skills, with a track record of motivating and guiding teams to achieve high performance.
Ability to anticipate challenges, identify solutions, and ensure effective problem resolution throughout the event lifecycle.
Program & Project Management Expertise:
Deep knowledge of program management, project management methodologies, and event production processes.
In-depth understanding of the complexities involved in organizing international or mega-scale events.
Ability to manage and report on multiple projects simultaneously, ensuring on-time delivery and budget adherence.
Event & Market Knowledge:
Strong experience in managing large MICE events (over 200 participants) and institutional or international ceremonies.
Knowledge of the Japanese event and hospitality market, including local customs and protocols.
Proven experience in managing and overseeing event schedules, budgets, and logistical operations, particularly for long-duration events (2+ months).
Language Skills:
Proficiency in English and either Italian or Japanese, both written and spoken, is required.
For non-native speakers, a recognized language proficiency certificate at a minimum C1 level (CEFR) is mandatory (e.g., IELTS with a score of 7.0-7.5 for English, JLPT N2 for Japanese, or CILS Level 3 for Italian).