Job Purpose:
The Client Relations Executive is responsible for managing and delivering exceptional partner experiences across events and magazine activations. This role is responsible for coordinating pre-event preparations, supporting on-site execution, and overseeing all post-event deliverables to ensure partners receive full value as per their agreements. Working closely with internal teams including multimedia, social media, editorial, and event operations, as well as external clients.
Duties & Responsibilities:
- Scheduling and coordinating with Editorial, multimedia, social media, Events teams, and clients to ensure all parties are aligned on timelines and expectations.
- Finalizing content and briefing materials between teams and clients to ensure message alignment and quality output.
- Handling logistics, registrations, and access approvals to ensure smooth participation in external events.
- Managing deliverables such as articles, interviews, and social media content to ensure on-time completion as per agreements.
- Ensuring all partner deliverables are received and completed to uphold partnership commitments.
- Managing receivables offered to the company by partners (panels, branding, venue access, social media exposure, onsite visibility, etc.) to secure full value from media and event partners.
- Following up with clients and internal teams on pending deliverables to ensure timely completion and maintain strong, consistent client relationships.
- Coordinating branding elements for all sponsors (paid and barter) to ensure accurate brand visibility across all event touchpoints.
- Aligning speaking opportunities with internal teams to secure the right placement and maximize partner presence on stage.
- Ensuring all partner branding requirements are met as per agreements to maintain partner satisfaction and contract compliance.
- Liaising with events team on branding placements, client requirements, and VIP needs to ensure seamless event readiness.
- Preparing briefing documents and deliverables trackers for social media and multimedia teams to streamline workflows and enhance internal coordination.
- Coordinating booth design requirements for paid partners to deliver high-quality and brand-aligned installations.
- Managing partner gift production and distribution to strengthen client engagement and experience.
- Overseeing the registration process for partners (codes, links, special requests) to provide a smooth and efficient onboarding experience.
- Compiling summaries of completed deliverables to support clear and accurate internal reporting.
- Managing on-site podcasts for sponsors, interviews, and video commitments with clients and internal teams to guarantee smooth execution and timely delivery.
- Providing on-ground support to clients to ensure a smooth and positive event experience.
- Coordinating with multimedia and social media teams for real-time content capture to maximize event coverage and partner visibility.
- Collecting required proofs and documentation on-ground to facilitate accurate post-event reporting.
- Collecting podcasts, interviews, and social media links to complete partner deliverables and reporting.
- Coordinating the post-event coverage report for magazines to ensure timely and accurate media follow-up.
- Compiling deliverables summaries for internal reporting and audits to maintain transparency and record accuracy.
- Following up with clients and internal teams on the pending deliverables to ensure all commitments are fulfilled.
Job Specifications:
Education & Qualifications:
- Bachelor's degree in business administration, Marketing, Communications, Public Relations, or a related field.
Experience:
- 1–3 years of experience in client servicing, account management, event coordination, or partnership management.
- Experience working with media, events, or marketing agencies is highly preferred.
- Proven track record managing multiple stakeholders and deliverables under tight deadlines.
- Experience coordinating with creative, multimedia, and social media teams is an advantage.
Knowledge & Skills:
- Detail-oriented, proactive, and highly organized, with strong communication skills and the ability to manage multiple stakeholders simultaneously.
- Strong ability to manage client relationships professionally, proactively, and with a high level of service.
- Excellent verbal and written communication in English language, with the ability to coordinate effectively across teams and with external partners.
- Proven ability to manage multiple projects, deadlines, and stakeholder groups efficiently.
- Skilled at identifying and resolving issues quickly during events or within production workflows.
- Demonstrates a strong sense of responsibility, ownership, and follow-through on all assigned tasks.
- Ability to build and maintain high-value relationships with senior clients, agencies, and stakeholders.
- Proficiency in CRM systems, sales reporting tools, and MS Office Suite (Excel, PowerPoint, Word).
Key Performance Indicators (KPIs):
Deliverables & Timeliness
- 95% of partner deliverables are completed on or before deadline.
- 98% of deliverables accuracy rate (branding, approvals, content links, reporting).
- Zero major errors in branding placement or contracted deliverables.
Client Satisfaction
- Client satisfaction rating of 4.5/5 or higher based on post-event or quarterly feedback surveys.
- Reduction in client complaints or escalations related to coordination or communication.
Communication & Coordination Efficiency
- Response time to client inquiries within internal SLA (e.g., 24 hours).
- 100% compliance with reports on submissions to clients.
Event Execution Quality
- Completion of all required proofs (videos, photos, social posts, podcasts, interviews) during and after the event.
Reporting & Documentation
- 100% completion of post-event reports (proof sheets, coverage summaries, deliverables logs).
