Administrative Executive (Event Management)

Jobline Resources Pte Ltd; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A prominent event management firm based in Singapore is looking for an experienced individual to support various events, including virtual and physical meetings. Candidates should have a degree or diploma in Event Management or a related field, and possess strong organizational skills. The role involves managing event logistics, liaising with vendors, and ensuring smooth on-site operations. Applicants should have 2–3 years of experience in event management and familiarity with event management software. This position offers opportunities for professional growth and engagement with diverse events.

Qualifications

• 2–3 years of experience in event management or a similar role.
• Proficiency in event management software would be an advantage.
• Excellent communication skills are essential.

Responsibilities

• Support events such as virtual and physical meetings.
• Assist in event-related administrative tasks.
• Manage event registration and liaise with vendors.
• Coordinate post-event activities.

Skills

Organizational skills

Client relationship management

Multitasking

Project management

Education

Degree/Diploma in Event Management or related field

Tools

Event management software

Web portal management tools

Job description

Responsibilities

• Support events such as virtual and physical meetings and international conferences to ensure all events meet requirements.
• Assist in event-related administrative tasks, including drafting and creation of registration and survey forms.
• Set up and manage virtual meeting platforms.
• Ensure availability of items in the event inventory list.
• Maintain the Experts List database to keep it accurate and current.
• Act as the point of contact for attendees, circulate event details and program, and answer attendee enquiries.
• Manage event registration and registration lists.
• Source and liaise with vendors, including venues, caterers, event organisers, decorators, transport vendors, gift suppliers, printers and staffing.
• Arrange transport, flight booking, accommodation and catering.
• Process necessary payments to ensure timely delivery of goods and services.
• Manage on‑site execution of physical, virtual and hybrid meetings and events; ensuring smooth operation from setup to teardown.
• Address any issues that arise during the event in a timely manner.
• Some travel will be required for on‑site event support.
• Coordinate post‑event activities, such as evaluations and feedback collection.
• Process reimbursements to event trainers/speakers.
• Ensure all up‑to‑date files and training materials are saved to the shared drive and archive outdated documents/emails according to organisational needs.
• Coordinate with external and internal IT teams to ensure the web portal is fully functional, secure, and user friendly.
• Manage and maintain the event web portal, keeping it up to date with relevant information such as event, news, registration links, and other critical resources.
• Coordinate with technical experts to upload necessary materials onto the web portal.
• Support enquiries from users, including technical issues, password reset, deactivation of inactive accounts, and other web portal‑related enquiries.
• Assist in gathering reports on user engagement and portal performance, providing insights for improvement.
• Track and maintain timely renewal of all digital resources, such as website domains, mailboxes, video conferencing platforms, cloud services, and others.

Requirements

• Degree / Diploma in Event Management, Hospitality, Business, or a related field with 2–3 years of experience in event management or a similar role.
• Strong organizational, multitasking, and project management skills.
• Excellent communication skills and client relationship management abilities.
• Proficiency in event management software and web portal management tools would be an advantage.