Administrative Support Services (OLE) - Contract

Event and Logistics Coordination

Provide end-to-end coordination and logistical support for OLE-led internal and external events, including Staff Townhall, Leaders Townhall, EPIC Awards, CE Fireside Chats, DCE Connects, and other OLE-led sessions.
Liaise with venue providers, event companies, caterers, and other vendors on bookings, set-up requirements, delivery timelines, and on-site arrangements to ensure smooth event execution.
Coordinate all logistical requirements in accordance with the intended session design, including room layout, seating, registration, name tents, materials, AV support, refreshments, and any other arrangements required.
Support site visits and walkthroughs where required to ensure venues and setups are in order ahead of each event.
Provide on-site coordination support on the day of the event and follow up on any outstanding matters after the event where required.

Participant Management

Provide end-to-end administrative support for participant management across OLE's events and staff engagement sessions.
Support participant shortlisting, invitations, reminders, RSVP tracking, withdrawals, and replacements to ensure sessions are appropriately attended.
Maintain an updated participant tracker to ensure a good spread of participants across divisions, departments, and staff groups, and to avoid repeated invitations to the same individuals where possible.
Provide timely updates to the relevant OLE team member and flag any issues, delays, or gaps as they arise.

Procurement and Vendor Administration

Provide end-to-end administrative support for procurement-related processes arising from OLE's events and operational needs, ensuring all activities are carried out in accordance with government procurement guidelines and HPB's internal processes.
Prepare and coordinate required procurement documents such as Small Value Purchases (SVPs), Requests for Quotations (RFQs), comparative price schedules, and any other supporting documentation.
Follow up with vendors to obtain quotations, specifications, supporting information, and invoices in a timely manner.
Maintain an up-to-date procurement tracker covering quotation status, approvals, purchase orders, invoices, and payment follow-up, flagging any delays or gaps to the relevant team member promptly.
Support post-event procurement close-out activities, including verification of deliverables against contracted scope, invoice processing, and audit-ready filing of all relevant documentation.

Session Administration, Notes and Feedback Management

Provide comprehensive session administration support for OLE-led events and staff engagement sessions, including materials preparation, note-taking, and feedback management.
Prepare all required session materials ahead of each session, including attendance lists, seating plans, discussion materials, flipcharts, post-its, and other activity supplies.
Attend sessions where required to take clear and accurate notes capturing key discussion points, themes, and follow-up actions, and compile these for review and dissemination after each session.
Collect, compile, and analyse participant feedback following each session to surface key themes, sentiments, and areas for improvement, and prepare summary reports for review by relevant stakeholders.

Knowledge Management and Records Maintenance

Maintain organised and accessible records across OLE's initiatives to ensure information is current, properly filed, and easy to retrieve.
Maintain organised trackers, folders, meeting notes, SOPs, reports, nomination records, participant lists, and project documents across OLE's initiatives, ensuring materials are properly filed and easy to retrieve.
Ensure key documents are kept current and stored in the appropriate shared folders or systems at all times.
Support the onboarding of new team members by ensuring relevant knowledge resources are accessible, updated, and easy to navigate.
Review existing filing, tracking, and knowledge management practices and suggest practical improvements to enhance efficiency, accuracy, and accessibility of information.

Communications Administration

Provide administrative support for OLE's internal communications, including management of the OLE email inbox and support for the dissemination of approved communications.
Monitor and triage the OLE email inbox regularly, routing queries to the appropriate team members and maintaining proper records of follow-up actions.
Support the dissemination or uploading of approved electronic mailers, announcements, or intranet updates to the relevant staff audiences in a timely manner.
Coordinate with relevant stakeholders to obtain approved content and clearance before dissemination.
Provide simple formatting or upload support using Canva or PowerPoint where required; note that content development and collateral design are not the primary focus of this role.

Requirements:

At least a Diploma or GCE A-Level qualification, with 3 to 5 years of relevant working experience in administrative support, event coordination, stakeholder coordination, procurement support or related operational roles.
Strong oral and written communication skills, with the ability to follow up clearly, politely and persistently with internal and external stakeholders.
Strong project, time and task management skills, with the ability to manage multiple concurrent workstreams under tight timelines.
Organized and meticulous, with strong attention to detail in tracking, filing, procurement documentation, attendance management and records maintenance.
Proficient in Microsoft Office, including Excel, PowerPoint and Word, as well as Microsoft Teams, Zoom and common digital collaboration tools.
Familiarity with AI tools such as ChatGPT, Claude or similar tools, and the ability to use these tools responsibly to improve productivity, organize information, summarize notes and support analysis.
Familiarity with government procurement processes, including sourcing and quotation evaluation.

EA Personnel Name: Jackie Ng
EA Personnel No: R22109024
EA License No: 95C5411