Project & Event Operations Executive

Our company is seeking a highly organised and hands-on Project & Event Operations Executive to manage the planning, coordination, and execution of gaming festivals, esports tournaments, collectibles conventions, and experiential events.

This role is responsible for translating event concepts into successful on-ground experiences by coordinating vendors, exhibitors, partners, logistics, venue operations, manpower, and project timelines. The ideal candidate thrives in fast-paced environments, enjoys solving operational challenges, and is comfortable taking ownership of multiple projects simultaneously.

Key Responsibilities

Project Planning & Coordination

• Support the planning and execution of gaming festivals, esports tournaments, card shows, conventions, and community events.
• Develop project timelines, operational plans, work schedules, and execution checklists.
• Coordinate internal departments to ensure project milestones are achieved on schedule.
• Track project progress and proactively resolve operational bottlenecks.

Event Operations

• Manage end-to-end event operations from pre-production through event execution and post-event dismantling.
• Coordinate venue setup, floor plans, registration areas, tournament zones and stage operations.
• Ensure operational readiness before event opening, including equipment, manpower, signage, logistics, and safety requirements.
• Provide on-site leadership during events to ensure smooth operations and timely issue resolution.

Vendor & Partner Management

• Liaise with suppliers, contractors, production companies, logistics providers, exhibitors, sponsors, and venue operators.
• Obtain quotations, compare proposals, and coordinate procurement of event materials and services.
• Monitor vendor deliverables, timelines, and service quality.
• Build and maintain strong relationships with strategic vendors and event partners.

Logistics & Asset Management

• Coordinate transportation, delivery schedules, equipment movement, and inventory deployment.
• Maintain inventory records for event assets, gaming equipment, collectibles displays, signage, furniture, and production materials.
• Ensure proper storage, maintenance, and accountability of company assets.

Operations & Risk Management

• Conduct venue walkthroughs and identify operational risks before each event.
• Develop contingency plans for potential operational issues.
• Ensure compliance with venue regulations, workplace safety requirements, and event operating procedures.
• Monitor crowd flow, queue management, and operational efficiency throughout events.

Administrative Support

• Prepare event documentation, operational reports, purchase requests, inventories, and post-event evaluations.
• Assist in budgeting, expense tracking, and cost control.
• Maintain accurate records of vendor contracts, project files, and operational documentation.

Requirements

• Diploma or Degree in Event Management, Hospitality, Business, Logistics, Project Management, or a related discipline.
• 1–3 years of experience in event operations, exhibitions, conventions, festivals, or project coordination.
• Strong organisational and multitasking skills with the ability to manage multiple projects concurrently.
• Excellent communication and stakeholder management skills.
• Strong problem-solving ability and attention to detail.
• Self-motivated with a high level of ownership and accountability.
• Proficient in Microsoft Office, particularly Excel, Word, and PowerPoint.
• Willing to travel between venues and work weekends or public holidays when required.

Preferred Qualifications

Candidates with the following experience will have an advantage:

• Gaming festivals or esports tournament operations.
• Exhibition or convention management.
• Vendor procurement and contract coordination.
• Floor plan or venue layout planning.
• Canva, Adobe Photoshop, or basic design software.
• AV production, livestream operations, or broadcast support.
• Passion for gaming, esports, trading card games (TCG), collectibles, anime, comics, or pop culture communities.

Every event presents a new challenge, offering opportunities to collaborate with creators, gaming communities, exhibitors, sponsors, and industry partners while delivering memorable experiences for thousands of attendees.