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

NHG; Singapore; On-site; SGD 28,000 - 39,000; Part time

Job summary

The Institute of Mental Health (IMH) in Singapore is seeking a Temp Conference Management Associate Executive for Jan-Jul 27 to support planning and execution of conferences and hospital learning events. The role requires strong administrative skills and the ability to work with clinical, academic, and administrative stakeholders.

You will assist with logistics, scheduling, budget tracking, and speaker coordination, ensuring events are professional, well-organised and aligned with IMH's academic

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 applications; quick to adapt.

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 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

Skills

Organised and detail-oriented

Excellent communication

Independent worker

Team player

Multitask and prioritise

Education

Diploma

Tools

Microsoft Office

Abstract management systems

Event management software

Job description

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

Institution: Institute of Mental Health

Family Group: Administration

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

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

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Job Description:

The Conference Management Associate Executive plays a key supporting role in IMH's conference management and hospital learning events. You will assist in the planning and execution of IMH's conferences and learning events, supporting the team in delivering events that are professional, well-organised, and aligned with IMH's 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:

Conference Planning and Management

• 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:

Competency

• 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.