Event & Operations Executive

This advertisement is recruiting for the position of Event & Operations Executive.

If successfully selected, you will be seconded to MOE secondary school located in Farrer Road.

Contract Period: from 01 October 2025 to 30 September 2026 (Firm Period).

Option to Extend: for a further period of one (1) year from 01 October 2026 to 30 September 2027.

Personnel to be deployed at the following hours :

• Mondays to Fridays: 10:30am. to 5:30pm, inclusive of 45min lunch break.
• Service not required on Saturdays, Sundays and gazetted public holidays except for school events that fall on Saturdays.
• Personnel will also be required to be present for school events that may start as early as 7:00am or end as late as 10:00pm. Approximate number of such events per year: 5 - 9.
• There will be approximately 3 - 4 events that require personnel to work off-site (outside the school) at external venues where the school events are taking place.

. During exam period when there are exam papers to be printed, start time is 9am. (Approximately 2-3 weeks in August and 3-4 weeks in Sep/Oct).

The services required are set out as the follows:

(A) Event Management -

To plan, prepare and provide support for the organisation of school events, mainly in the area of food catering. The work includes:

• Sourcing of suitable caterers/vendors for provision of food catering/refreshment Sourcing of food items for ad hoc/special school events.
• The planning of menu, making special arrangements for people with special diets/allergies.
• Working with the school's Admin. Manager/Admin. Executive on the budget and procurement matters.
• Managing logistics requirements.
• Liaising with vendors and working hand-in-hand with the school staff to carry out events smoothly.

To work with the school and/or school's stakeholders in organising formal dinners/lunch held outside school (e.g. hotel), which includes attending external work meetings and overseeing the set up of external venues for the events.

(B) School Operations

To be main person-in-charge of the operations of the Printing Room and manage printing requests from teachers. The work entails:

• Working closely with Exam. Committee in the printing of exam. papers, and be responsible for the security of the exam. papers (i.e. to ensure the safekeeping of exam. papers after it is printed).
• Ensuring that the exam Standard Operating Procedures (SOPs) are followed for the printing of exam. papers.
• Meeting the respective teachers-in-charge to go through the printing requirements of each exam./test paper.
• Ensuring that all printing requests are completed on time.
• Guiding teachers/staff in the proper use of the printing machines. Train new Gen. Office staff / Operation Support Officers (OSO) in the printing SOPs and operation of the printing room.
• Being the point of contact for on-site technicians in the troubleshooting of printing machines.
• Upkeeping the cleanliness and tidiness of the Printing room.

When necessary, to be deployed to the school's General Office at assigned periods to provide customer service and student support service at the General Office reception counter.

To follow the school's SOPs and provide administrative support together with the School Admin. Team.

Play a role in the school emergency exercises and other administrative/operational areas, which may be required from time to time.

(C) Canteen Operations -

To assist the school in the management of Canteen Vendors. The work entails:

• Do daily checks to ensure that Canteen Vendors adhere to the Health Promotion Board (HPB) guidelines.
• Work with the Operations Manager (OM) to communicate important announcements to the Canteen Vendors (e.g. canteen closure due to school events, etc).
• Attend termly Canteen meetings and write minutes for the meetings.
• Attend briefings conducted by HPB with the Canteen Vendors.

Personnel shall minimally have the following qualifications, skills and experience:

Preferably have at least 3 years of relevant experience in:

• Working with multiple parties (internal and external customers) in organization of events.
• Organization of food catering for events.

Preferably have at least 3 years of relevant experience in:

• Printing (in the use of heavy-duty digital copiers)
• Managing a Printing Room in a school setting
• Printing and handling sensitive and critical bulk printing in a limited time.
• Have knowledge on Health Promotion Board requirements for School Canteens and preferably have at least 1 year of experience in supervising/managing Canteen Vendors.
• Preferably have at least 1 year of experience (within the last 2 years) working in a local mainstream school environment in providing service at the reception counter.
• Have strong communication and good interpersonal skills.
• People-oriented.
• Have strong organizational skills and be able to manage projects and resources independently and effectively.
• Able to multi-task and be composed under pressure.
• Bilingual
• Proficient in written and spoken English
• PC literate