Role Summary
This role provides coordination, secretariat and operational support for the planning and execution of a flagship event. The staff member will assist with administrative tasks, procurement, logistics, vendor management and stakeholder communication.
Key Responsibilities:
Administration and Documentation
- Prepare briefing materials, slides, lists, trackers and timelines to support project planning.
- Maintain the project timeline, monitor progress and ensure tasks stay on track.
- Schedule and coordinate weekly meetings, prepare agendas and take notes.
- Record action items, follow up with stakeholders and ensure timely completion.
- Provide full secretariat and administrative support for the project and event.
- Support procurement (tender) processes, including preparing tender documents, coordinating quotations and assisting with required submissions.
Event Coordination
- Support event planning, programme scheduling and meeting arrangements.
- Liaise with internal teams and external partners (companies, exhibitors, agencies, speakers).
- Assist with participant communication and registration matters.
Operations and Logistics
- Coordinate vendor requirements (e.g., AV, staging, signage, catering, photo/video).
- Support booth/exhibition layouts, equipment tracking and on-site setup.
- Assist with rehearsals, event day operations and post-event follow up.
On-Site Support
- Serve as a point-of-contact on event days.
- Support registration counters, wayfinding and crowd flow.
- Assist with resolving operational issues during the event.
Requirements:
Education and Experience
- Minimum Diploma qualification.
- Relevant fields include Event Management, Mass Communications, Business Administration, or related disciplines.
- Experience in event planning, project coordination, secretariat roles, procurement and operations.
- Experience in marketing, project management will be an advantage.
Attributes
- Strong organisational and multitasking abilities.
- Proactive and able to work independently.
- Detail-oriented with follow-through.
- Able to work well with different stakeholders.
- Comfortable with hands-on tasks and fast-paced environments.
Development Opportunity
- Exposure to robotics and innovation ecosystem activities.
- Involvement in a national / international scale event delivery.
