Members Services Administrative Support – Events & Travel

ABOUT THE POSITION This position is being created in response to a temporary increase in activity resulting from a change in the regional operating model and the redistribution of responsibilities within the Members Services function. To support this transition and maintain a high level of service across Events and Member travel activities, FICOFI is recruiting a Members Services Administrative Support – Events & Travel on a fixed-term basis until 30 June 2027. Although the requirement is temporary, the assignment offers broad exposure to Members Services, events, travel and cross-functional operational coordination within an international environment The Members Services Administrative Coordinator – Events & Travel is part of the Members Services Managers (MSM) team and provides administrative and coordination support to the Members Services team globally, with a primary focus on Asia-Pacific and France. The position supports the commercial teams – Le Club FICOFI® Advisors (LCFA) – through the Members Services organization and focuses on the administrative management of Member events, travel arrangements, hospitality bookings, participant follow-up and related invoicing activities. The role acts as an internal concierge-style support for the Members Services team across locations. It requires a hands-on and service-oriented approach, with the confidence to contact hotels, restaurants, partners, Members’ assistants and internal teams directly, including by phone, to clarify information, resolve issues and secure timely solutions. KEY RESPONSIBLITIES Administrative support for Member events: • Coordinate invitation follow-up and maintain accurate RSVP and attendance information in Salesforce or any successor tool. • Proactively follow up with MSMs, LCFAs, Members or their assistants to collect guest names, dietary requirements, hotel details and any information required for the event. • Prepare and update guest lists, attendance trackers (dinners and side activities), table plans and other event administration documents. • Prepare programmes and communications with practical information to participants and keep clear records of communications and confirmations. • Manage programme changes and circulate daily or ad hoc updates to relevant stakeholders and participants. Travel, hospitality and booking coordination: • Manage hotel bookings with partners, including rooming lists follow-up, confirmations, changes, cancellations and special requests. • Coordinate restaurant bookings and hospitality arrangements linked to Member events, trips and programmes. • Arrange and follow up on side activities, transfers and other travel-related services with providers and participants. • Handle last-minute changes calmly and proactively, escalating only when a decision, exception or approval is required. Invoicing, payment and administrative control: • Prepare, consolidate and check the information required for event and trip invoicing • Coordinate invoicing follow-up for participation fees, side activities and extra guests, and maintain visibility on pending items. • Follow up on deposits, payments, supporting documents and discrepancies with MSMs. • Ensure event references, participant numbers, pricing information and supporting documentation are accurate and traceable. • Maintain orderly digital files and trackers so that the status of each booking, payment and open point can be understood quickly. Internal coordination and service delivery: • Work closely with MSMs, LCFAs, Event and Finance Teams to ensure smooth administrative delivery before, during and after events. • Provide regular and concise status updates, highlighting missing information, deadlines, risks and actions required. • Take ownership of follow-up: contact the right person, obtain the answer and close the loop rather than simply forwarding a request. KEY DELIVERABLES: • Accurate and up-to-date RSVP, guest, dietary, hotel and activity trackers. • Confirmed and documented hotel, restaurant, transfer and side-activity bookings. • Complete invoicing instructions and reliable payment follow-up. • Clear programme communications and controlled management of changes. • Well-maintained event files, checklists and post-event administrative closure. • Proactive reporting on deadlines, missing inputs, risks and unresolved items. It is not an exhaustive list of all responsibilities, duties or skills required. Responsibilities may evolve according to business needs, regional activity and the development of the function during the fixed-term assignment ending on 30 June 2027. KEY SKILLS & QUALIFICATIONS • Professional Experience : Approximately 2–5 years in administrative coordination, events, travel, hospitality, executive assistance, customer service or another fast-moving service environment. A varied or non-linear career path may be considered where the candidate demonstrates strong potential. • Proactivity and Resourcefulness : Willing to take initiative, make direct contact and find practical solutions to move matters forward. • Organization and Attention to Detail : Able to manage multiple events, deadlines, bookings and changing priorities with accuracy. • Service Orientation and Relationship Skills : Discreet, thoughtful and reliable when supporting internal teams, Members, assistants and external partners. • Communication : Confident and courteous in writing, by phone and in person with a wide range of stakeholders. • Problem-Solving: Calm under pressure, solution-oriented and able to follow issues through to resolution. • Tools: Good command of Microsoft Office and confidence learning CRM, ERP, event and collaboration tools. • Language Proficiency: Fluent professional English and Mandarin, written and spoken, to communicate with the internal and external stakeholders.