Senior Operation and Event Executive

Role Overview

The DX design hub is seeking a highly motivated and detail-oriented Senior Project Executive to join our dynamic Operations & Events team. This role is pivotal in supporting the daily heartbeat of the hub, ensuring our exhibitions, workshops, and community activities run flawlessly. You will be the operational right hand to the Manager, acting as a key point of contact on the ground and driving the execution of projects that deliver an exceptional visitor experience.

Responsibilities:

1. Event & Project Execution: Provide end-to-end logistical support for a diverse range of hub activities, including exhibitions, workshops, pop-ups, and community events. Assist with project management tasks such as space allocation, layout adjustments, and setup/breakdown.
2. On-Site Support: Serve as a primary point of contact during events, performing on-the-spot troubleshooting for technical, operational, or visitor-related issues to ensure minimal disruption.
3. Vendor & Supplier Coordination: Work closely with the Manager to monitor and coordinate with key suppliers, including cleaners, security, caterers, and technical crews. Supervise part-time helpers for venue management and event execution. Ensure service level agreements are met.
4. Technical Operations: Assist in the setup, testing, and maintenance of audiovisual (AV) and other technical equipment for exhibitions and events. Liaise with technical vendors as needed.
5. Operational Procedures: Help implement and adhere to Standard Operating Procedures (SOPs) for venue management, security, event logistics, and safety protocols.
6. Visitor Experience & Community Engagement: Work at the forefront of visitor services to deliver a warm, welcoming, and informative environment that upholds high service standards. Support the effective implementation of community engagement initiatives to enhance the overall visitor journey. Maintain strong relationships with key stakeholders while ensuring smooth day-to-day operational delivery. Additionally, conduct training and provide guidance to the team to continuously improve service quality and consistency.
7. Safety & Compliance: Conduct regular safety inspections and checks under the guidance of the Manager. Help ensure the hub complies with all local regulations and accessibility standards.
8. Administrative Support: Assist in managing event budgets, tracking expenses, processing invoices, and maintaining accurate records and reports.
9. Team Collaboration: Foster a collaborative environment by working closely with curators, designers, event organisers, and front-of-house staff to facilitate efficient event execution.
10. Perform ad hoc assignments as required.

 Requirements:

1. Recognised university degree in Event Management, Hospitality, Business Administration, Arts & Culture Management, or a related field.
2. Minimum 4 years of hands-on experience in event operations, venue management, or project coordination, preferably in a design, arts, or cultural institution.
3. Good command of spoken and written English and Chinese, and fluent in Putonghua.
4. Strong interpersonal and communication skills, with the ability to manage stakeholder relationships and build strong relationships with vendors, colleagues, and visitors effectively.
5. Proven ability to manage multiple tasks simultaneously in a fast-paced environment, with a strong focus on precision and deadlines.
6. Strong understanding of event logistics, space planning, and visitor flow optimisation, with excellent organisational skills and attention to detail.
7. Practical, problem-solving mindset with the ability to troubleshoot technical and operational issues calmly and effectively.
8. Strong technical aptitude; experience with AV equipment, basic IT, and presentation software is a significant advantage.
9. A proactive, "can-do" attitude and the ability to work both independently and as part of a team.
10. Flexibility to work 5 days on shift duty at the DX design hub, including weekends and public holidays.
11. Hand-on role requiring on-site presence during exhibitions and events.
12. Proficient in Microsoft Office 365 and familiar with event management tools; digital skills including proficiency in Adobe Illustrator, Photoshop and Canva for basic graphic design.
13. Certification in First Aid is a plus.