Admin Executive

Role Summary

This role supports the planning, coordination, and delivery of programmes and events by managing operations, logistics, systems, and post-programme reporting. The role works closely with internal teams, external partners, and facilitators to ensure programmes are executed smoothly and efficiently from start to finish.

Collaboration

• Works closely with internal programme, finance, and operations teams
• Coordinates with external partners, vendors, and facilitators
• Supports trainers and facilitators with logistics, access, and materials
• Acts as a key coordination point to ensure information flows accurately and on time

Key Responsibilities

1. Programme Coordination & Operations

.Coordinate end-to-end administration of programmes, including workshops, webinars, talks, and large-scale events.

. Liaise with internal stakeholders, external partners, and clients to support programme delivery and collaboration.

. Manage scheduling, bookings, and logistics, including venues, equipment, participant preregistration, and groupwork arrangements.

. Coordinate trainers and facilitators, including system access, materials, and payments.

.Oversee procurement of programme materials and stationery.

2. Participant Management & Systems

. Manage invitations, registrations, attendance tracking, and participant communications across programmes and events.

. Set up and manage events and participant tracking across multiple digital platforms.

. Manage certification, feedback, invite links, and QR codes to support participation tracking and reporting.

3. Finance, Documentation & Reporting

. Prepare post-session documentation, including delivery orders, invoicing, and billing, in coordination with Finance.

.Track performance metrics, incentive reporting, and programme utilisation.

. Consolidate survey data and prepare programme impact and evaluation reports.

4. Data, Content & Digital Administration

.Create and manage forms for client data collection and programme evaluations

. Organise and maintain digital records, files, and transcripts for systematic access and retrieval.

. Prepare training and presentation materials related to youth engagement and online communication.

. Migrating all Google Forms to M365 for program evaluations

Key Attributes

• Proactive accountable, and able to work independently
• Highly organised and detail-oriented
• Calm and reliable under tight timelines and multiple priorities
• Clear and professional communicator (written and verbal)
• Comfortable working across systems, forms, and digital tools

Core Competencies

• Programme and event coordination
• Stakeholder and partner management
• Scheduling, logistics, and operations planning
• Documentation,reporting, and data consolidation
• Digital tools and systems administration
• Basic finance support (invoicing, billing coordination)