Conference Administrative Assistant/Conference Administrator

World Scientific Publishing Co Pte Ltd; Singapore; On-site; USD 30,000 - 50,000; Full time

Job summary

An established industry player is seeking a dynamic individual to support its conference planning and execution team. This role is pivotal in ensuring smooth coordination of tasks from pre-conference preparations to onsite logistics and post-event follow-ups. Ideal candidates will have a background in event management or business administration, with strong communication skills and the ability to think quickly on their feet. Join a collaborative environment where your contributions will directly impact the success of engaging events. Flexibility in responsibilities based on experience makes this a unique opportunity for growth.

Qualifications

• 1-2 years of experience in event planning or administration.
• Familiarity with event management tools and virtual platforms.

Responsibilities

• Manage correspondence and maintain conference-related databases.
• Assist with booking venues and organizing conference schedules.

Skills

Event Planning

Administrative Support

Communication Skills

Problem-Solving

Education

Diploma in Event Management

Degree in Business Administration

Tools

Event Management Tools

Virtual Platforms

Office Software

Job description

Our affiliated companyMeeting Matters International (www.meetmatt.net) is hiring for a role that supports our conference planning and execution team. The position offers flexibility in title and responsibilities based on the selected candidate’s experience and qualifications. Candidates with more experience may be considered for a senior-level title and corresponding responsibilities.

Job Description

The incumbent’s primary responsibility is to provide essential support to the conference planning and execution team. This role ensures the smooth coordination of tasks, from pre-conference preparations to onsite logistics and post-conference follow ups. The assistant plays a pivotal role in handling administrative tasks, communications, and attendee support, contributing to the overall success of the event.

Responsibilities:

Administrative Support

- Manage correspondence, including responding to attendee inquiries and speaker communications.

- Maintain and update conference-related databases (e.g. registration lists, abstract submissions)

- Assist with the preparation and distribution of promotional materials, event programs, and attendee information

- Organize and track sponsorship and exhibitor documentation

Event Coordination

- Assist with booking venues, accommodations and catering services.

- Support the organization of conference schedules, including speaker line ups and session timings.

- Coordinate logistics for virtual and/or onsite-arrangements (e.g. signage, AV, equipment)

- Ensure smooth operation of the registration desk during the event.

Financial and Record Keeping

- Help track conference expenses and ensure proper documentation

- Process invoices, receipts, and reimbursements for participants and vendors

- Maintain accurate records of financial transactions and attendee registrations.

Team Support

- Schedule and coordinate team meetings, taking notes and following up on action items.

- Assist with onsite or virtual event trouble shooting

- Work collaboratively with program chairs, exhibitors, and vendors to meet deadlines and deliverables.

Requirements:

· A diploma or degree in event management, business administration, or a related field is preferred

· 1-2 years of experience in event planning, administration, or a smaller role is an advantage.

· Familiarity with event management tools, virtual platforms and office software

· Ensures accuracy in record-keeping, scheduling and documentation

· Quick thinking to address logistical or attendee issues during the event.

· Flexibility to work outside regular hours during peak conference times

· Willingness to collaborate and support the broader conference team

· Ability to travel to the event location, if needed

Interested please apply to [e-mail] with your resume.

Only shortlisted applicants will be contacted.