Programme Executive (Events & Administration)

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.