Management Executive/ Assistant Manager

Job Scope: • 1. Firefly Award Administration & Coordination a. Award Administration: • Review and finalise awards information kit and nomination forms in coordination with MTI-HQ • Manage call for nominations process to heads of agencies and Firefly OD/OE network • Collate and organise all submitted nominations across FFA and PSTA award categories • Populate scoring workbooks and coordinate evaluation process with OD/OE representatives and director-level judging panels • Facilitate endorsement process and communicate results to stakeholders b. Event Management: • Coordinate winner verification and certificate/plaque printing with MTI-HQ • Procure vendors for video production and programme booklet creation • Purchase event materials (folders, plaques, gift vouchers) for award categories • Collaborate with NDA team on comprehensive event planning including logistics, seating, scripts, and registration • Support overall FFA Event IC and coordinate event day operations • Calculate cost-sharing arrangements across Firefly agencies and conduct post-event AAR • 2. Staff Engagement Events & Communications • Support in the design and execution of Staff Engagement activities. • Design series of broadcasts/ videos to promote the different areas (learning and development, career development, engagement initiatives etc.) that the client have. • Undertake design projects and video productions for staff engagement purposes where required e.g. Staff Features. • 3. Staff Forum • Design and conceptualise EDMs for publicity • Coordinate calendar invites, reminders and prepare pre-event briefing for helpers • Develop creative ice breaker games suitable for large, diverse staff profile • Design interactive segments that encourage cross-departmental networking and participation • Manage procurement processes for catering, fringe activities, event materials and engagement elements • Source, coordinate with and manage vendors to ensure quality service delivery • Support onsite event requirements • 4. Leader Development Programme Coaching Skills Training for Leaders: • Liaise with training vendor to coordinate schedules for leadership cohorts and facilitate communication between vendor and client's leadership participants • Coordinate with vendor on logistics arrangements • Support coordination and scheduling for Communities of Practice (COP) session • Facilitate internal stakeholder coordination and manage procurement processes for training-related requirements • Liaise between client leadership participants and training vendor to ensure seamless programme delivery and address any coordination issues • 5. Leadership and Learning & Development (L&D) a. Leadership Development Support: • Provide end to end logistics support, and procurement process for Leadership Brown Bag sessions • Manage stakeholder input, logistics, and timelines for projects b. Learning and Development Support – MTI Firefly Programme: • Support client with organising and running the upcoming MTI Firefly Induction Programme • Management of Logistics and information required of the programme • Close coordination with internal and external stakeholders to ensure timely inputs • Assist with Collateral design and communications material • Assist with procurement matters if necessary c. Learning Tech Project: • Coordinate workshops for departments to validate competencies and job families • Compilation of information • Manage stakeholder input and design communication material Requirement: A. Project Coordination & Administration • Ability to coordinate multiple projects simultaneously with attention to detail • Experience in event coordination and logistics management • Procurement and vendor coordination experience • Strong organisational skills to manage timelines, schedules, and administrative processes B. Stakeholder Management Skills • Strong interpersonal and relationship-building skills to effectively liaise with diverse internal and external stakeholders • Ability to coordinate inputs from multiple parties, including senior leadership, and cross-departmental teams • Experience in facilitating communication between different stakeholder groups and resolving coordination issues • Skilled in vendor relationship management with ability to ensure quality service delivery and manage performance • Ability to build rapport quickly and maintain positive working relationships across various organisational levels • Experience in managing competing stakeholder priorities and finding collaborative solutions C. Communication & Creative Support • Good written and verbal communication skills for creating materials and correspondence • Basic design thinking for staff engagement activities and communication materials • Ability to support creative projects including video production and event materials • Experience in coordinating publicity and communication efforts D. Administrative & Technical Skills • Proficiency in managing databases, spreadsheets, and evaluation systems • Experience with basic procurement processes and cost management • Ability to coordinate scheduling and manage calendar logistics • Strong attention to detail for awards administration and data compilation E. Event & Programme Support • Experience in supporting event planning and execution • Ability to coordinate training programmes and learning initiatives • Skills in managing registration processes and onsite event support • Experience with catering coordination and event materials procurement F. Professional Skills • Understanding of public sector environment and processes • Ability to work independently while supporting senior staff • Flexibility to handle diverse tasks from administrative coordination to creative support • Strong follow-through and ability to manage multiple deadlines Salary: $3,500 - $6,500 Location: Pasir Panjang Road Contract Period: 1-year EA License No: 96C4864 Reg. No.: R24121728 EUNICE WOO JING QI