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.