Join our team for a dynamic role with an outsourced project. We are seeking a detail-oriented and organized individual to support the planning, coordination, and administration of staff engagement initiatives, events, operational processes, procurement activities, and internal communications.

Key Responsibilities:

Event & Logistics Coordination

Coordinate and support the end-to-end planning and execution of internal and external events, engagement sessions, townhalls, awards ceremonies, leadership dialogues, and other organizational initiatives.
Liaise with venues, event management companies, caterers, and other vendors to coordinate bookings, event requirements, delivery timelines, and on-site arrangements.
Coordinate logistical requirements including venue setup, registration, seating arrangements, event materials, refreshments, and participant experience.
Conduct site visits and pre-event checks where required to ensure readiness of venues and event setups.
Provide on-site event support and assist with post-event follow-up activities.

Participant & Stakeholder Management

Manage participant administration including invitations, RSVP tracking, reminders, attendance monitoring, withdrawals, and replacements.
Maintain accurate participant records and trackers to ensure balanced representation and effective engagement across different staff groups.
Coordinate closely with internal stakeholders to ensure timely updates and smooth participant management.
Monitor attendance trends and proactively flag potential issues or gaps.

Procurement & Vendor Administration

Support procurement activities in accordance with organizational policies and procurement guidelines.
Prepare procurement documentation including quotations, comparative pricing schedules, purchase requests, and supporting records.
Coordinate with vendors to obtain quotations, invoices, specifications, and required documentation.
Maintain procurement trackers and monitor approval status, purchase orders, invoice submissions, and payment follow-ups.
Support procurement close-out activities, invoice verification, and proper filing of procurement records for audit purposes.

Session Administration & Reporting

Prepare session materials including attendance sheets, discussion materials, seating plans, workshop supplies, and presentation materials.
Attend meetings, workshops, and engagement sessions to capture discussion points, action items, and key outcomes.
Compile meeting notes and prepare post-session summaries for stakeholders.
Collect, consolidate, and analyze participant feedback to identify key themes, insights, and areas for improvement.
Prepare reports and presentation materials to support decision-making and continuous improvement initiatives.

Knowledge Management & Records Maintenance

Maintain organized and up-to-date records, trackers, reports, meeting notes, SOPs, participant databases, and project documentation.
Ensure documents are properly stored, version-controlled, and easily retrievable.
Support onboarding activities by maintaining accessible and updated knowledge resources.
Identify opportunities to improve filing systems, tracking processes, and information management practices.

Communications Administration

Monitor and manage shared email inbox, routing enquiries to relevant stakeholders and tracking follow-up actions.
Support the dissemination of approved internal communications, announcements, electronic mailers, and intranet updates.
Coordinate with stakeholders to obtain approved content and communication clearances.
Provide basic formatting and administrative support using PowerPoint, Canva, and related digital tools.

Requirements:

Diploma or GCEA Level qualification from a recognised institution
Minimum 3to 5 years of relevant working experience in administrative support, event coordination, stakeholder coordination, procurement support or related operational roles.
Strong communication and stakeholder management skills.
Good project coordination, time management, and multitasking abilities.
Organised and detail-oriented, with experience in managing records, documentation, and trackers.
Proficient in Microsoft Office (Excel, PowerPoint, Word), Microsoft Teams, Zoom, and other digital collaboration tools.
Familiar with AI tools such as ChatGPT, Claude, or similar applications to support productivity and administrative work.
Familiarity with government procurement processes and quotation management is an advantage.

Key Attributes

Proactive and takes ownership of tasks and follow-ups.
Strong coordination and organisational skills.
Able to engage stakeholders professionally and tactfully.
Clear communicator with good follow-through.
Comfortable using digital and AI tools to improve productivity.
Able to identify issues and propose practical solutions.
Reliable and adaptable in a fast-paced environment.

Job Type: Full-time, Contract

Contract Period: 24months

Working Time:

Monday to Friday: 8.30am to 6.00pm

Work Location: Singapore169037

Programme Executive (Events & Administration)