About the Role
In celebration of 30 years of Masungi's conservation movement, MGFI is looking for an organized, resourceful, and hands-on Assistant Flagship Events Manager to support the planning and delivery of its major anniversary events, including:
- Business & Biodiversity Forum — an intimate multi-stakeholder forum bringing together leaders and practitioners from business, conservation, government, and civil society; and
- Explorer Encounters 2026 — Masungi's flagship gathering featuring powerful stories, ideas, and conversations around conservation and positive change.
Working closely with the Flagship Events Project Manager and MGFI team, the Assistant Manager will help turn event plans into action—from coordinating speakers and suppliers to preparing materials, tracking requirements, and supporting on-the-ground implementation.
This is a hands-on role suited for someone who is highly organized, dependable, comfortable working with different people, and excited to help deliver meaningful conservation events.
Key Responsibilities
1. Project Coordination
- Support the Project Manager in maintaining event workplans, calendars, trackers, checklists, and deadlines.
- Follow up with internal teams, suppliers, speakers, partners, and other stakeholders on assigned deliverables.
- Keep project files, contact lists, quotations, schedules, and other working documents organized and updated.
- Take notes during coordination meetings and track agreed actions and deadlines.
- Flag delays, missing requirements, and potential issues to the Project Manager.
2. Speaker & Guest Coordination
- Assist in coordinating with speakers, panelists, moderators, VIPs, and participating organizations.
- Maintain updated speaker and guest databases, confirmations, contact information, schedules, and requirements.
- Coordinate travel, accommodation, ground transportation, tokens, briefing materials, and other speaker arrangements.
- Prepare and distribute logistical information and reminders ahead of each event.
- Serve as an assigned point person for speakers and guests during event days.
3. Supplier & Production Coordination
- Help source suppliers and obtain quotations for venues, catering, technical production, printing, transportation, materials, and other requirements.
- Coordinate supplier schedules, deliveries, ingress, setup, and event-day requirements under the direction of the Project Manager.
- Track production requirements including signage, IDs, event materials, stage requirements, equipment, and supplies.
- Conduct inventory and ensure that necessary materials are ready before each event.
4. Registration & Guest Experience
- Support invitation and RSVP management and maintain accurate attendance lists.
- Assist with registration systems, name tags, guest lists, seating plans, event kits, and other front-of-house requirements.
- Help ensure guests receive clear pre-event information and a smooth experience from arrival through departure.
- Assist in coordinating refreshments, meals, transportation, and other guest requirements.
5. Event-Day Operations
- Support venue setup and conduct final checks against event requirements.
- Coordinate assigned crew members, volunteers, suppliers, and event stations.
- Help manage registration, speaker movements, program transitions, materials, meals, transportation, and other operational requirements.
- Respond quickly to event-day issues and coordinate solutions with the Project Manager.
- Support teardown, inventory, and turnover after each event.
6. Administrative & Budget Support
- Maintain records of quotations, purchase requests, supplier billings, receipts, and other project documentation.
- Assist the Project Manager in tracking project expenses against the approved budget.
- Coordinate administrative and procurement requirements with MGFI's Finance and Administration teams.
- Help ensure supplier documentation and post-event liquidation requirements are complete.
7. Post-Event Closeout
- Assist in organizing photographs, videos, attendance records, presentations, event materials, and other project outputs.
- Support thank-you messages and post-event communications to speakers, partners, and guests.
- Consolidate feedback, documentation, and lessons from each event.
- Help complete the project's final documentation and archive before the end of the engagement.
Qualifications
- Bachelor's degree or equivalent experience in events, communications, marketing, hospitality, project management, development work, or a related field.
- Preferably 1–3 years of experience in events, project coordination, communications, administrative coordination, or similar work.
- Strong organizational skills and attention to detail.
- Comfortable managing spreadsheets, trackers, schedules, correspondence, and multiple deadlines.
- Good written and verbal communication skills.
- Professional and confident when coordinating with speakers, partners, suppliers, and guests.
- Resourceful and able to solve practical problems quickly.
- Able to work independently on assigned tasks while collaborating closely with a project team.
- Willing to work on-site, including occasional evenings and weekends around major event dates.
- Willing to travel to Masungi and other venues in Rizal and Metro Manila as required.
Experience in conservation, sustainability, advocacy, nonprofit work, conferences, cultural events, or similar mission-driven projects is an advantage but not required.
What We're Looking For
We're looking for someone who makes things happen.
The ideal candidate is the person who notices what still needs to be done, follows through without needing constant reminders, keeps details from falling through the cracks, and remains composed when plans change.
You don't need to be an expert in conservation or large-scale events. But you should be organized, curious, dependable, comfortable working with people, and willing to take ownership of your responsibilities.
Reporting & Working Relationship
The Assistant Flagship Events Manager will report directly to the Flagship Events Project Manager and work closely with relevant MGFI teams.
The Project Manager will lead overall planning, budget management, program integration, supplier management, and event delivery. The Assistant Manager will provide the day-to-day coordination and execution support necessary to keep all workstreams moving.
Engagement Period
September 1 to December 31, 2026
This is a full-time, fixed-term project engagement covering preparation, implementation, and closeout of MGFI's 2026 flagship anniversary events.
Compensation: ₱25,000 per month
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