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