EVENT & VENUE EXECUTIVE

EVENT & VENUE EXECUTIVE CONTRACT START DATE: As soon as possible POSITION DESCRIPTION: The Event & Venue Executive supports the delivery of cultural activities and venue rental operations at Alliance Française de Singapour. The role works closely with colleagues accross departments to ensure that events, partnerships, and venue rentals are coordinated smoothly, professionally, and in line with institutional guidelines. This position is suited to proactive and organised individual who is comfortable working accross artistic, operational, and client-facing environments, and who is able to take ownership of tasks while collaborating closely with internal stakeholders. PRESENTATION OF THE ORGANIZATION: Alliance Française of Singapour is a local non-profit educational and cultural organization, affiliated with the international network of Alliances Françaises. With a mixed team of Singaporeans and French, and more than 4,000 members of all ages, the Alliance Française de Singapore fulfills its mission of teaching the French language and promoting French and Francophone cultures by offering various actions in its language center, gallery, theatre and library. KEY RESPONSABILITIES : 1. Event Management & Cultural Coordination Support the planning, organisation, and execution of cultural events (exhibitions, performances, talks, workshops, screenings, festivals) Coordinate logistics with artists, speakers, vendors, and external partners Support on-site coordination before and during events Monitor timelines and operational requirements in collaboration with internal teams Ensure smooth handover and continuity between interns and temporary staff Maintain event-related documentation and records 2. Sponsorship & Partnership Support Support the coordination of sponsors and partners aligned with Alliance Française’s cultural programmes Assist in preparing partnership proposals and sponsor documentation Coordinate in-kind sponsorships (e.g. wine, gastronomy, décor, non-technical equipment) Ensure sponsor visibility and benefits are delivered according to agreed arrangements Maintain sponsorship and partner databases Support preparation of post-event reports for partners and internal stakeholders 3. Event Space Rental Coordination & Client Administration Assist in managing incoming event space rental enquiries and client communications Check venue availability and coordinate scheduling with relevant teams Prepare, issue, and track quotations and contracts based on agreed parameters Coordinate administrative follow-ups, including contract signing and payment tracking Act as a point of contact for clients on administrative and logistical matters Liaise with internal teams to ensure venue rental requirements are communicated clearly Support compliance with venue policies, operational timelines, and agreed terms Maintain accurate records of rental agreements, client correspondence, and payment status 4. Operational Coordination & Collaboration Work closely with internal stakeholders to ensure alignment across cultural, operational, and administrative aspects of events and rentals Proactively manage assigned tasks, anticipate follow-ups, and flag potential issues early Escalate matters requiring approval, technical input, or policy clarification in a timely manner Contribute to improving internal processes, documentation, and coordination workflows PROFILE & SKILLS Requirements: 2 to 5 years of relevant experience in event coordination, venue operations, cultural administration, or client-facing roles Strong organisational skills and attention to detail Clear written and verbal communication skills in English Ability to handle pressure, take initiative, and proactively take ownership of tasks Ability to manage multiple stakeholders and priorities in a collaborative environment Willingness to work evenings or weekends when required by events or rentals Singaporean or PR Preferred qualities: Experience working in cultural institutions, venues, o…