Temp Staff, (Jan-Jul 27), Conference Management

Institute of Mental Health; Singapore; On-site; SGD 29,000 - 40,000; Full time

Job summary

The Institute of Mental Health (IMH) in Singapore is seeking a Sr/ Associate Executive (Temporary Position; Jan-Jul 27) to support conference management and hospital learning events. The role requires meticulous planning, strong administrative skills, and the ability to collaborate with clinical, academic, and administrative stakeholders.

You will assist in logistics, documentation, speaker coordination, and budget tracking while ensuring events run professionally and on schedule.

Qualifications

• Diploma with prior experience in an administrative or events coordination role.
• Proficient in Microsoft Office applications.
• Comfortable with a range of digital tools and quick to adapt to new technologies.
• Experience with event management or abstract management systems would be an advantage.

Responsibilities

• Assist with all aspects of conference planning and administration, covering logistics, marketing, vendor coordination, and documentation
• Provide secretariat support to the organising committee, including scheduling meetings, preparing agendas and minutes, and tracking action items
• Coordinate with internal and external stakeholders, including vendors and the Professional Conference Organizer (PCO), to ensure deliverables are met on time
• Support the development and administration of the conference programme, including speaker coordination and abstract management
• Assist with budget tracking, invoice processing, and procurement documentation
• Draft and send routine communications to stakeholders, keeping them informed of timelines and requirements
• Maintain accurate records and documentation throughout the conference cycle
• Assist with event set-up, delegate registration and check-in, and on-the-day coordination with vendors, speakers, and venue staff
• Serve as a point of contact for delegates and speakers during the event, resolving queries promptly and ensuring sessions run smoothly
• Support post-event reporting and close-out activities

Skills

Event coordination

Microsoft Office

Communication

Stakeholder engagement

Education

Diploma in admin/events coordination

Tools

Abstract management systems

Vendor coordination

PCO liaison

Job description

Position: Sr/ Associate Executive (Temporary Position; Jan-Jul 27) Conference Management

Department: People & Organisation Development (POD), Institute of Mental Health (IMH)

Join us in Adding Years of Healthy Life Through Life-Changing Careers, Where Passion Meets Purpose. Make a meaningful difference whilst growing in a supportive environment that nurtures your wellbeing and career aspirations.

The Conference Management Associate Executive plays a key supporting role in IMHs conference management and hospital learning events. You will assist in the planning and execution of IMHs conferences and learning events, supporting the team in delivering events that are professional, well-organised, and aligned with IMHs academic mission. This role requires strong administrative skills, attention to detail, and the ability to work effectively with a range of clinical, academic, and administrative stakeholders.

Job Responsibilities

• Assist with all aspects of conference planning and administration, covering areas such as logistics, marketing, vendor coordination, and documentation
• Provide secretariat support to the organising committee, including scheduling meetings, preparing agendas and minutes, and tracking action items
• Coordinate with internal and external stakeholders, including vendors and the Professional Conference Organiser (PCO), to ensure deliverables are met on time
• Support the development and administration of the conference programme, including speaker coordination and abstract management
• Assist with budget tracking, invoice processing, and procurement documentation
• Draft and send routine communications to stakeholders, keeping them informed of timelines and requirements
• Maintain accurate records and documentation throughout the conference cycle
• Assist with event set-up, delegate registration and check-in, and on-the-day coordination with vendors, speakers, and venue staff
• Serve as a point of contact for delegates and speakers during the event, resolving queries promptly and ensuring sessions run smoothly
• Support post-event reporting and close-out activities

Requirements

• Organised and detail-oriented, with the ability to manage multiple tasks and deadlines simultaneously
• Excellent communication and interpersonal skills, with the ability to work effectively with a range of stakeholders
• Able to work independently and take initiative in a fast-paced environment
• A team player who is proactive, resourceful, and committed to delivering quality work
• Strong organisational skills and attention to detail
• Able to manage multiple tasks and prioritise effectively under pressure
• Clear and professional communicator, both in writing and in person
• Comfortable working flexible hours, including evenings and weekends, during event periods

Educational and Professional Requirements

• Diploma with prior experience in an administrative or events coordination role
• Proficient in Microsoft Office applications
• Comfortable working with a range of digital tools and applications, and quick to adapt to new technologies
• Experience with event management or abstract management systems would be an advantage

About IMH

The Institute of Mental Health (IMH) in Singapore, established in 1928, is a premier 2,000-bed psychiatric hospital nestled in Buangkok Green Medical Park, providing comprehensive mental health services across 50 inpatient wards and 7 outpatient clinics, while also playing a pivotal role in training the next generation of mental health professionals through the NHG-AHPL Residency Programme and collaborations with local academic institutions.