Events Executive, Business Support & Administrative (Trade Exhibitions)

TECHX VENTURES PTE. LTD.; Singapore; On-site; SGD 42,000 - 66,000; Full time

Benefits offered by this job

Shuttle bus from Buona Vista and One-N

Onsite event support

Job summary

TechX Ventures Pte. Ltd. is seeking a Business Support & Administrative Executive to provide central administrative and commercial coordination for trade exhibitions and events.

You will work with the Events Project Team, Sales, and Finance to manage contracts, invoicing, tracking milestones, and deliverables for multiple events. You will coordinate sponsor and exhibitor registrations, maintain entitlement checklists, and ensure timely follow-through with internal teams.

Qualifications

• Certification in Business Administration, Events Management, Accounting or related discipline, or equivalent experience.
• 2–3 years in commercial administration, sales support, or event administration is preferred.
• Knowledge of contracts, purchase orders, invoices, and documentation workflows.
• Strong organisational skills and confidentiality.

Responsibilities

• Prepare quotations, service orders, sponsorship/partnership agreements and documents.
• Coordinate invoices, documents, and issue tracking with Finance and Sales.
• Support vendor registrations, POs, and banking confirmations for clients.
• Maintain sponsorship and exhibitor records, deadlines, and artwork deliverables.
• Track advertising and campaign requirements, approvals, and timelines.
• Liaise with internal teams to facilitate tasks and status updates.
• Maintain digital filing systems, trackers, and audit documentation.
• Provide onsite admin support during events when required.

Skills

Attention to detail

Organization

Follow-up

Communication skills

Education

Business Administration

Events Management

Accounting

Tools

Microsoft Excel

Microsoft Word

CRM tools

Accounting software

Job description

Job Description & Requirements

TechX Ventures is a private subsidiary by the Home Team Science and Technology Agency of Singapore, set up to cultivate a global community of public safety champions through science, technology, and innovation. The world of today is evolving rapidly, and collaboration is key to staying relevant.

At TechX Ventures, we advance global public safety by fostering deep partnerships between governments, thought leaders, and organisations. Through our programmes and events, we match the needs of public safety agencies to emerging technology from startups, companies and other agencies. We create vibrant, impact-driven platforms, engaging different stakeholders to design new initiatives and solutions for the peace of mind of our communities. At TechX Ventures, we look to the future to safeguard today.

Role Overview

The Business Support & Administrative Executive provides central administrative and commercial coordination support across TXV’s trade exhibition and events portfolio. Working closely with the Events Project Team, Sales / Business Development and Finance, the role supports the contract-to-payment workflow, maintains accurate records, tracks commercial and sponsorship deliverables, and coordinates administrative follow-through across multiple events. The role facilitates processes and documentation; commercial negotiations and client relationships remain with Sales / Business Development, while invoicing, accounting and financial approvals remain with Finance.

Key Responsibilities

• Sales and contract administration: Prepare and maintain quotations, service orders, sponsorship /partnership agreements and other commercial documents using approved templates; coordinate signatures, approvals and document completeness.
• Invoice and payment coordination: Submit complete invoice requests and supporting documents to Finance, track billing milestones and payment status, follow up on outstanding administrative requirements and maintain an accurate contract-to-payment tracker. Finance remains responsible for invoice issuance and accounting controls.
• Client procurement support: Coordinate sponsor and exhibitor vendor-registration forms, purchase-order references, banking confirmation requests and other client procurement documentation with the appropriate internal teams.
• Sponsorship and exhibitor administration: Maintain commercial entitlement checklists, submission deadlines, artwork and branding deliverables, and supporting records; alert Sales / Business Development and Event Leads to outstanding items or potential delays.
• Campaign and deliverables coordination: Track confirmed advertising, sponsorship and partnership campaign requirements, including artwork submissions, approvals, installation schedules and completion evidence where applicable.
• Stakeholder coordination: Act as an administrative contact for routine document requests and status updates; liaise with Sales / Business Development, Operations, Marketing, Finance, exhibitors, sponsors and vendors to facilitate timely follow-through.
• Records and reporting: Maintain organised digital filing systems, commercial trackers, invoice request logs,status reports and supporting audit documentation in line with internal policies.
• Event and project support: Assist with meeting coordination, procurement paperwork, onsite administrative requirements and post-event documentation across assigned exhibitions.

Qualifications & Experience

• Certification in Business Administration, Events Management, Accounting or a related discipline, or equivalent practical experience.
• Preferably 2–3 years of experience in commercial administration, sales support, exhibitor services or event / exhibition administration; B2B trade exhibition experience is advantageous.
• Good understanding of contracts, purchase orders, invoice requests, payment tracking and document-control workflows.
• Strong attention to detail, organisation and follow-up; able to handle multiple deadlines and confidential commercial records.
• Confident written and verbal communication skills, with a service-oriented approach to internal and external stakeholders.
• Proficiency in Microsoft Excel, Word and shared document-management tools; familiarity with CRM or accounting workflows is an advantage.
• Willingness to provide onsite administrative support during event periods when required.

• Shuttle bus from Buona Vista and One North

Please note that your personal data disclosed to TechX Ventures Pte. Ltd. and our group of companies, shall be used for the purposes of evaluation, and processing in accordance with our recruitment processes and policies. By providing your personal data, you have consented to the aforesaid purpose under the provisions of the Personal Data Protection Act 2012.