Programme Executive (Events & Administration)
Expertise Technologies Pte Ltd
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Job summary
Expertise Technologies Pte Ltd is seeking a detail-oriented Programme Executive (Events & Administration) to support planning, coordination, and administration of staff engagement initiatives, events, procurement activities, and internal communications. The role requires a Diploma or GCE A Level and 3–5 years of related experience in administrative support or event coordination.
Proficiency in Microsoft Office, Teams, Zoom, and familiarity with AI tools will be an advantage.
Qualifications
- Diploma or GCE A Level qualification from a recognised institution.
- Minimum 3 to 5 years of relevant working experience in administrative support, event coordination, stakeholder coordination, procurement support or related operational roles.
- Strong communication and stakeholder management skills.
Responsibilities
- Coordinate end-to-end planning and execution of internal and external events and engagement sessions.
- Liaise with venues, vendors, and internal stakeholders for bookings and requirements.
- Assist with procurement documentation, quotations, and supplier management.
- Prepare session materials, attendance sheets, and post-session summaries.
- Maintain records and trackers for audit and knowledge management.
Skills
Education
Tools
Job description
Expertise Technologies Pte Ltd
expertise-gp.com
Programme Executive (Events & Administration)
19 Jun 2026
Entry Level / Junior Executive
Free/Proj
From 01 Jul 2026 - Flexible End
Admin / Secretarial
Others
Outram, Singapore
Outram, Singapore
$3,000 - 3,500 monthly
Expertise Technologies Pte Ltd is a fast growing Business Process Outsourcing (BPO) company with 20 years of experience who has since grown from its humble beginnings to become a proven and trusted BPO solution provider of a wide range of non-core but essential business processes and back-office functions for organizations in both the private and public arena.
The company’s success and continued growth led to the decision to set up its marine division with its core focus on servicing the oil and gas, shipping and marine industries. By leveraging on its founder’s many years of diving experience as well as his other commercial underwater exposure, this division began to take big strides in this ground.
Today, we have diversified our business further in transportation to meet the local transportation and logistics needs of most industries.
Join our team for a dynamic role with an outsourced project. We are seeking a detail-oriented and organized individual to support the planning, coordination, and administration of staff engagement initiatives, events, operational processes, procurement activities, and internal communications.
- Coordinate and support the end-to-end planning and execution of internal and external events, engagement sessions, townhalls, awards ceremonies, leadership dialogues, and other organizational initiatives.
- Liaise with venues, event management companies, caterers, and other vendors to coordinate bookings, event requirements, delivery timelines, and on-site arrangements.
- Coordinate logistical requirements including venue setup, registration, seating arrangements, event materials, audiovisual support, refreshments, and participant experience.
- Conduct site visits and pre-event checks where required to ensure readiness of venues and event setups.
- Provide on-site event support and assist with post-event follow-up activities.
- Manage participant administration including invitations, RSVP tracking, reminders, attendance monitoring, withdrawals, and replacements.
- Maintain accurate participant records and trackers to ensure balanced representation and effective engagement across different staff groups.
- Coordinate closely with internal stakeholders to ensure timely updates and smooth participant management.
- Monitor attendance trends and proactively flag potential issues or gaps.
- Support procurement activities in accordance with organizational policies and procurement guidelines.
- Prepare procurement documentation including quotations, comparative pricing schedules, purchase requests, and supporting records.
- Coordinate with vendors to obtain quotations, invoices, specifications, and required documentation.
- Maintain procurement trackers and monitor approval status, purchase orders, invoice submissions, and payment follow-ups.
- Support procurement close-out activities, invoice verification, and proper filing of procurement records for audit purposes.
- Prepare session materials including attendance sheets, discussion materials, seating plans, workshop supplies, and presentation materials.
- Attend meetings, workshops, and engagement sessions to capture discussion points, action items, and key outcomes.
- Compile meeting notes and prepare post-session summaries for stakeholders.
- Collect, consolidate, and analyze participant feedback to identify key themes, insights, and areas for improvement.
- Prepare reports and presentation materials to support decision-making and continuous improvement initiatives.
- Maintain organized and up-to-date records, trackers, reports, meeting notes, SOPs, participant databases, and project documentation.
- Ensure documents are properly stored, version-controlled, and easily retrievable.
- Support onboarding activities by maintaining accessible and updated knowledge resources.
- Identify opportunities to improve filing systems, tracking processes, and information management practices.
- Monitor and manage shared email inbox, routing enquiries to relevant stakeholders and tracking follow-up actions.
- Support the dissemination of approved internal communications, announcements, electronic mailers, and intranet updates.
- Coordinate with stakeholders to obtain approved content and communication clearances.
- Provide basic formatting and administrative support using PowerPoint, Canva, and related digital tools.
- Diploma or GCE A Level qualification from a recognised institution
- Minimum 3 to 5 years of relevant working experience in administrative support, event coordination, stakeholder coordination, procurement support or related operational roles.
- Strong communication and stakeholder management skills.
- Good project coordination, time management, and multitasking abilities.
- Organised and detail-oriented, with experience in managing records, documentation, and trackers.
- Proficient in Microsoft Office (Excel, PowerPoint, Word), Microsoft Teams, Zoom, and other digital collaboration tools.
- Familiar with AI tools such as ChatGPT, Claude, or similar applications to support productivity and administrative work.
- Familiarity with government procurement processes and quotation management is an advantage.
- Proactive and takes ownership of tasks and follow-ups.
- Strong coordination and organisational skills.
- Able to engage stakeholders professionally and tactfully.
- Clear communicator with good follow-through.
- Comfortable using digital and AI tools to improve productivity.
- Able to identify issues and propose practical solutions.
- Reliable and adaptable in a fast-paced environment.
Monday to Friday: 8.30am to 6.00pm
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