Event Program Coordinator
7 days ago
As a key member of the Asia Tech x Programme Office team, this role supports the Planning and Secretariat team lead in managing all aspects of arrangements for the project administration and management in initial planning of schedule and agenda, coordination with various divisions and agencies, the execution of the ATxSG and post-event follow-up, ensuring all aspects of the administrative and operational aspects of the event are managed efficiently.
Responsibilities- Develop and manage detailed event plans, timelines with relevant stakeholders.
- Coordinate with internal divisions (e.g., Communications, Strategic Planning, Finance, Legal, Procurement, IT) to ensure all requirements are arranged and executed smoothly.
- Assist in the development of meeting agendas, schedules, and document minutes, ensuring all action items are tracked and completed on time.
- Handle all event-related administrative tasks, including preparing and distributing invitations, managing RSVPs, and maintaining guest lists.
- Coordinate procurement processes, including sourcing vendors, obtaining quotes, and managing contracts, in compliance with procurement guidelines.
- Prepare financial reports and documentations for post-event evaluation and auditing purposes.
- Organize and manage speechwriting and scribes workstreams.
- Document SOP and maintain the knowledge repository and asset inventory.
- Coordinate announcements and work closely with Marketing and Communication.
- Background in Computer/Computer Science, Information Technology, or Business Management preferred.
- 3-5 years of experience in event production or managing event programs.
- Proactive self-starter, able to work well in a team.
- Manage administrative details and compliance requirements.
- Excellent written, verbal communication, and presentation skills.
- Ability to work under pressure and liaise with a wide range of stakeholders, including other government agencies.
- Strong problem-solving and analytical skills to address and resolve any issues that may arise.
- Strong organizational and project management abilities to manage multiple timelines and logistics simultaneously.
- Ability to manage multiple tasks and projects simultaneously.
- Adaptable and able to handle unexpected issues to ensure the event runs smoothly.
- Proficiency in Microsoft Office.
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