Operations Executive

WHO WE ARE CloserStill Media is a global leader in organising over 80 market-leading business exhibitions across learning, healthcare, technology, and veterinary sectors in Asia, the UK, Europe, and the USA. Our portfolio includes fast-growing and award-winning events such as the Singapore Vet Show, Big Data & AI World, Cloud & AI Infrastructure, Cyber Security World, Data Centre World, eCommerce Expo, Learning Technologies, and DevLearn.We have won more than 60 major industry awards, including Best International Show at the AEO Excellence Awards 2025 and Best International Show - Asia Pacific for Tech Week Singapore at the EN Awards 2025 in London. These accolades reflect our commitment to delivering world-class events that foster innovation and growth.WHO WE ARE LOOKING FOR The Singapore Office of CloserStill Media is looking for an extremely well organised, methodical and self-motivated individual to join our busy Operations team. The Operations Executive / Senior Operations Executive provides administrative, operational, and on-site support to ensure the successful delivery of exhibitions and events focussed on Business Technologies and Future Transport. This role supports the Operations team in pre-event planning, exhibitor management, budget tracking, and on-site execution, working closely with the sales, marketing, and external partners to ensure a smooth event experience.RESPONSIBILITIES Operations & Administrative Support Provide overall administrative and support services for the Operations team. Manage internal team documentation, filing systems, and resource preparation. Assist with project schedules, reporting, and general operational coordination. Support budget tracking efforts by consolidating cost information and liaising with suppliers. Pre-site Event Support Check and consolidate floor plans, exhibitor listings, and related materials. Assist in the preparation of on-site resources (e.g., show office materials, event signage packs, event documents). Coordinate information flow between Operations, Sales, and Marketing teams. Prepare accommodation logistics, staff schedules, and other operational requirements. Exhibitor Management Act as the main contact for exhibitor enquiries (pre-event and on-site). Process and issue Visa Invitation Letters and V39A Forms. Assist exhibitors with booth approval letters and information consolidation. Provide assistance with exhibitor manuals, stand approvals, and deadline reminders. Manage the Show Management Office during event days, serving as point-of-contact for exhibitor needs. On-site Event Support Support on-site operations, including logistics management, exhibitor services, and issue resolution. Assist in crowd control and evacuation procedures together with venue operations and security teams. Monitor contractor and supplier performance onsite to ensure service levels are met. Coordinate with internal and external teams to ensure smooth event delivery. Health & Safety Support Health & Safety compliance including collating Risk Assessments and Fire Risk Assessments. Assist venue stakeholders with safety and emergency procedures. Other Responsibilities Undertake ad hoc duties assigned by manager or management team. Assist in managing temporary staff both onsite and pre-show. ABOUT YOU Strong organisational skills with the ability to manage multiple tasks and priorities in a fast-paced environment. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint). Strong communication and interpersonal skills, able to work effectively with colleagues, exhibitors, and partners. Problem-solving mindset with the ability to adapt to changing circumstances during events. Detail-oriented, proactive, and shows initiative in supporting team and project needs. Minimum diploma qualification required. Flexible and adaptable, with willingness to work evenings and weekends closer to show time if required. For Executive level At least 1-2 years of experience in event operations, exhibitions, project administration, or related fields. Understanding of event logistics, exhibitor management, or vendor coordination. Ability to handle deadlines under pressure with efficiency and accuracy. For Senior Executive level 3 or more years of relevant experience in exhibitions or large-scale event operations. Familiarity with Health & Safety compliance for events, including IOSH Managing Safety certification (preferred). Demonstrated experience handling exhibitor management tasks independently. Ability to supervise small projects or temporary staff during events. DIVERSITY AND INCLUSION CloserStill Media embrace diversity in all its forms and are committed to continuing to develop a diverse and inclusive environment that encourages collaboration and innovation. We are an equal opportunity employer. All applicants will be considered for employment based on merit without attention to age, ethnicity, religion or beliefs, sexual orientation, gender identity, family or parental status or disability status. WORK LOCATION: This role is based in Singapore.PERSONAL DATA CONSENT: The information you provide in your job application will be used and processed by or on behalf of CSM for purposes related to your registration of interest in current or future employment with CSM and for the processing of your application for employment. We will collect and use the personal data that you have supplied to facilitate the processing of your application for employment purposes. We will use personal information such as telephone number and/or email address to contact you on job opportunities. Please note that the information you provide may be used by a third party to enable us to process your application. These third parties may be located outside of Singapore to carry out some of the processing and administrative functions for CSM and would be under duty of care to maintain the appropriate levels or security and confidentiality and only use the information as instructed by CSM. The personal data held by CSM relating to the applicants will be kept strictly confidential. CSM may collect information through other sources for processing and evaluating your application for employment. If your application is successful, the information will be used in the administration of your employment. CSM may provide and/or