Planning Executive / Events Manager (City Programmes & International Engagement)

You will be involved in URA’s efforts to advance planning, urban design and place-making through the delivery of major local and international programmes. These include global summits, award platforms, expert dialogues and public engagement initiatives that convene city leaders, practitioners, policymakers and industry stakeholders. The role is highly execution-focused and requires strong organisational skills, sound judgement and the ability to manage complex logistics, multiple stakeholders and administrative processes concurrently.

Event planning, coordination and delivery • Supporting the management and delivery of major international and local urban planning and design programmes, including global conferences, award ceremonies, expert roundtables, exhibitions and public engagement platforms. • Assisting in the planning, coordination and execution of programme operations, including workback schedules, run-of-show, rehearsals and on-site management. • Coordinating internal inputs and clearances to support timely and smooth delivery of programmes. Logistics, budgeting and vendor management • Coordinating venues, event logistics and operational preparations, including site recce, layout planning, registration workflows, AV/production requirements, catering, accessibility considerations and contingency arrangements. • Assisting in budgeting for programmes and engaging vendors and suppliers, including sourcing quotations, preparing evaluation documentation and supporting procurement processes in accordance with government requirements. • Liaising with external vendors, suppliers and service providers to ensure timely, compliant and high-quality delivery. Invitations, registration and reporting • Coordinating event invitations and managing participant registrations for speakers, delegates, jurors, partners and guests. • Supporting post-programme reporting, including consolidation of attendance figures, visitor statistics, feedback and operational learnings. Delegate, speaker and travel coordination • Coordinating travel, accommodation and ground arrangements for international and local participants, speakers and internal stakeholders where required. • Planning and coordinating detailed itineraries for multi-day programmes, meetings and site visits, and liaising with travel agents and service providers. • Supporting day-to-day changes and last-minute adjustments during programme periods. Group administrative and secretariat support • Providing administrative and organisational support for group-level activities, including: o Maintaining consolidated calendars for key programmes, meetings and group activities. o Supporting the organisation of internal group events such as townhalls, retreats, briefings and engagement sessions. o Coordinating meeting logistics, including venue bookings, virtual meeting set-up, preparation of materials and follow-up actions. • Handling enquiries and requests, and liaising with staff across relevant groups/departments as well as external stakeholders. • Providing secretariat support where required, including preparation of operational briefs, minutes, action logs and tracking of follow-up actions. Documentation and continuous improvement • Maintaining organised records of programme documentation, vendor contacts, trackers, checklists and templates to support continuity and operational efficiency. • Supporting post-event budget reconciliation and consolidation of lessons learnt to improve future delivery.

• Good polytechnic diploma or equivalent, preferably in event management, hospitality, business administration, communications or a related field. • Minimum 3 to 5 years of relevant working experience in event coordination, operations, administrative or project support roles, preferably involving complex or high-profile programmes. • Familiarity with government procurement processes, including quotation sourcing, evaluation support and vendor coordination. • Good presentation and writing skills, with the ability to prepare clear briefs, emails and reports. • Confident with good interpersonal skills and able to relate to people at all levels with ease. • Proficient in MS Office applications. • Able to think on one’s feet, be resourceful and remain calm under time pressure. • Willingness to support occasional after-hours or weekend work during major programme periods.