Geared toward candidates with regional event coordination experience comfortable with on-site logistics and guest communication tasks.
Derived from job-description analysis by Serendipath's career intelligence engine.
Original posting from GreenLight Workforce Solutions Inc via Ashby
Contract: Six-month contractor
Location: Singapore
Team: Global Events / APAC
ABOUT OPENAI
OpenAI is a leading artificial intelligence research and technology organization dedicated to ensuring that general-purpose AI benefits all of humanity. Known for its pioneering work in advanced AI systems, OpenAI operates with a strong commitment to safety, responsibility, and global impact.
The Events team at OpenAI is a highly collaborative, mission-driven group focused on designing exceptional, one-of-a-kind experiences. The team is passionate about bringing people together, amplifying diverse voices, and creating meaningful moments that reflect OpenAI’s values.
ABOUT THE ROLE
GreenLight is recruiting a Singapore-based Events Coordinator for a full-time, six-month contract supporting the planning and delivery of OpenAI events. Working under the guidance of the APAC Events lead and Event Manager, this role focuses on guest communications, registration, event administration and on-site logistics.
Singapore will be the primary market focus, with support for other APAC events as needed. The coordinator will deliver assigned workstreams within agreed plans and budgets, with event strategy, creative direction, supplier negotiations and budget approval led by the Event Manager and APAC Events lead.
This position is based in Singapore and requires working from the office at least three days per week, with occasional travel across APAC as project needs require.
KEY RESPONSIBILITIES
- Coordinate guest lists, invitation tracking and RSVPs, keeping attendee information accurate and up to date.
- Build and maintain registration forms, event landing pages and approved guest emails in Swoogo.
- Coordinate employee travel, hotel room blocks, event communications and on-site schedules.
- Support on-site registration, badge printing, guest arrivals and guest flow, escalating issues to the event lead.
- Coordinate assigned logistics with venues, caterers, AV providers and agencies, following the Event Manager’s brief.
- Maintain event timelines, checklists, meeting notes and action trackers; flag delays and outstanding decisions.
- Track quotes, purchase requests, invoices and expenses for review by the Event Manager and relevant teams.
- Support approved security and accessibility arrangements, collect guest feedback and compile attendance and post-event reporting.
IDEAL CANDIDATE PROFILE
You may be a strong fit for this role if you:
- Have hands-on experience supporting events, particularly registration, guest communications and on-site logistics.
- Have 2+ years of experience supporting complex events at a regional company,
- Are based in Singapore and have existing work rights in Singapore.
- Have experience using Swoogo or a similar event registration platform and are comfortable maintaining event pages and email communications.
- Are highly organised, with strong attention to detail and confidence using spreadsheets, guest lists and project trackers.
- Communicate clearly in English and work well with colleagues, vendors and guests from different backgrounds.
- Have experience coordinating group travel or hotel room blocks, or are keen to develop these skills.
- Can manage several assigned tasks, follow through on deadlines and ask for guidance when priorities or requirements change.
- Bring a proactive, collaborative and solutions-oriented approach, with flexibility to support on-site delivery and occasional APAC travel.
- Have an interest in artificial intelligence and OpenAI’s mission.