Senior/Assistant Director ASEAN Organising Secretariat, Corporate Operations Div

What the role is:

Singapore will take over as ASEAN Chair in 2027. In addition to the ASEAN Summit meetings, there will also be a series of meetings which will be held in Singapore throughout the chairmanship year. The ASEAN Organising Secretariat (OS) oversees the planning, logistics, administrative aspects of the meetings to be held in Singapore. The OS comprises functionally oriented sub-committees that include: (i) Programme, Social Events, Logistics & Operations, (ii) VIP Management and (iii) Administration & Budget. We are seeking a skilled and motivated individual to join our team in one of the sub-committees listed above. In this role, you will play a pivotal role in the OS ensuring that the key objectives for Singapore's 2027 Chairmanship are met. You will assist in developing plans for these sub-committees, identify requirements and processes, and present plans for approval. You will also be in-charge of developing the team to execute these functions.

Responsibilities are organized by sub-committee:

• Programme, Social Events, Logistics & Operations – Ensure seamless coordination between ASEAN Secretariat, MTI-divisions, event venues, and appointed Event Management Company (EMC) to provide delegates an impeccable meeting experience in Singapore. Highlight Singapore's spirit of innovation, cuisine, tourism, and curated gifts/souvenirs from local brands/talents. Key functions include:
  • Work with users' and external stakeholders on meetings/events requirements including accommodation.
  • Liaise with EMC to ensure provision of event services and support (backdrop/stage, AV, passes/badges, banquet/meals, gifts/souvenirs).
  • Work with stakeholders/operators to propose suitable venues and programmes for social events.
  • Oversee set-up of plenary/bilateral meeting venues, registration/information counters, car-parking and other venue infrastructure matters.
• VIP Management – Provide VIPs with a positive experience of Singapore by coordinating with Liaison Officers, managing accommodation and transport, and other logistical needs for foreign VIPs; oversee safety, security, and medical needs of VIPs and accompanying delegations across all events.
  • Develop operating guidelines and contingency plans for emergencies and other threats.
  • Work with authorities on VIP management and security requirements for key events.
  • Ensure adequate medical services and facilities at meeting venues.
  • Coordinate with Liaison Officers, Hotel & Airport Liaison Staff, Transport Vendor and relevant stakeholders for smooth VIP movements.
• Administration & Budget – Ensure smooth daily administrative duties, including monitoring and tracking of budget and procurement, IT and documentation requirements, and coordination updates.
  • Consolidate budget requirements, seek approvals, and ensure proper utilization of the approved budget.
  • Obtain user requirements and manage services through relevant procurement approaches and contract management.
  • Prepare Conference Kit/Information Notes for all delegates.
  • Ensure IT services and support for all meetings.
  • Manage and oversee pre-event and onsite registration processes.

• Preferably related working experience. Fresh graduates are welcome to apply.
• Prior experience in organizing or managing major events would be an advantage. Proven track record in leading project teams to achieve set objectives and targets.
• Strong analytical, project management, communication and problem-solving skills.
• Excellent communication and influencing skills. Able to interact and influence positively at all levels to deliver results.
• Committed, self-driven, a team player who works well with multiple stakeholders and thrives in a fast-paced, dynamic environment.

About Ministry of Trade and Industry

The Ministry of Trade and Industry (MTI) seeks to transform Singapore into a leading global city of talent, enterprise and innovation. Our mission is to promote economic growth and create good jobs to enable Singaporeans to improve their lives. In MTI, you can expect an exciting, challenging and rewarding career