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Job Description
- Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
- Setup and coordinate meetings and conferences.
- Create, transcribe, and distribute meeting agendas and minutes.
- Handle information requests.
- Prepare correspondence.
- Manage spreadsheets.
- Prepare confidential and sensitive documents.
- Prepare correspondence, reports, and materials for publications and presentations.
- Meet and greet clients and visitors.
- Maintain hard copy and electronic filing system.
- Liaise with clients to find out their exact event requirements.
- Produce detailed proposals for events (for example, timelines, venues, suppliers, legal obligations, staffing and budgets).
- Research venues, suppliers and contractors, and then negotiate prices and hire.
- Manage and coordinate suppliers and all event logistics (for example, venue, catering, transportation, travel arrangements, visa).
- Liaise with sales and marketing teams to publicize and promote the event.
- Manage all pre-event planning, e.g. organizing guest speakers and delegate packs.
- Coordinate suppliers, handle client queries and troubleshoot to ensure that all runs smoothly and to budget.
- Organize facilities for logistics i.e.: name-tags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc., theme setup, branding, hospitality and the media, to meet our quality requirement.
- Conduct research, make site visits, and find resources to help staff make decisions about event possibilities.
- Propose new ideas to improve the event planning and implementation process.
- Create and revised room layouts for each event.
- Oversee the dismantling and removal of the event and clear the venue efficiently.
- Produce post-event evaluation to inform future events.
- Close out all events as required.
- Identify opportunities for process and office management improvements, and design and implement new systems.
- Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports.
- Other duties as assigned.
Job Requirements
- Able to work under pressure. Work requires willingness to work a flexible schedule and occasional overnight travel.
- Fluent English language skills (reading, writing and Speaking).Visibility of work requires attention to detail, excellent organizational skills, and discretion with confidential information.
- Must have exceptional attention to detail
- 2-5 years of work experience in an administrative/office management
- Strong organizational and time management skills, and ability to priotitize
- Must be a self-starter and driven
- Excellent communication and interpersonal skills
- Strong problem-solving skills and analytical abilities
- Excellent use of Microsoft Office applications and telephone protocol.
- Work requires willingness to work a flexible schedule and occasional overnight travel.