Management Executive/ Assistant Manager

Job Scope:

• 1. Firefly Award Administration & Coordination

a. Award Administration:
. Review and finalise awards information kit and nomination forms in coordination with MTI-HQ
. Manage call for nominations process to heads of agencies and Firefly OD/OE network
. Collate and organise all submitted nominations across FFA and PSTA award categories
. Populate scoring workbooks and coordinate evaluation process with OD/OE representatives and director-level judging panels
. Facilitate endorsement process and communicate results to stakeholders

b. Event Management:
. Coordinate winner verification and certificate/plaque printing with MTI-HQ
. Procure vendors for video production and programme booklet creation
. Purchase event materials (folders, plaques, gift vouchers) for award categories
. Collaborate with NDA team on comprehensive event planning including logistics, seating, scripts, and registration
. Support overall FFA Event IC and coordinate event day operations
. Calculate cost-sharing arrangements across Firefly agencies and conduct post-event AAR

• 2. Staff Engagement Events & Communications

. Support in the design and execution of Staff Engagement activities.
. Design series of broadcasts/ videos to promote the different areas (learning and development, career development, engagement initiatives etc.) that the client have.
. Undertake design projects and video productions for staff engagement purposes where required e.g. Staff Features.

• 3. Staff Forum

. Design and conceptualise EDMs for publicity
. Coordinate calendar invites, reminders and prepare pre-event briefing for helpers
. Develop creative ice breaker games suitable for large, diverse staff profile
. Design interactive segments that encourage cross-departmental networking and participation
. Manage procurement processes for catering, fringe activities, event materials and engagement elements
. Source, coordinate with and manage vendors to ensure quality service delivery
. Support onsite event requirements

• 4. Leader Development Programme

Coaching Skills Training for Leaders:
. Liaise with training vendor to coordinate schedules for leadership cohorts and facilitate communication between vendor and client's leadership participants
. Coordinate with vendor on logistics arrangements
. Support coordination and scheduling for Communities of Practice (COP) session
. Facilitate internal stakeholder coordination and manage procurement processes for training-related requirements
. Liaise between client leadership participants and training vendor to ensure seamless programme delivery and address any coordination issues

• 5. Leadership and Learning & Development (L&D)

a. Leadership Development Support:
. Provide end to end logistics support, and procurement process for Leadership Brown Bag sessions
. Manage stakeholder input, logistics, and timelines for projects

b. Learning and Development Support - MTI Firefly Programme:
. Support client with organising and running the upcoming MTI Firefly Induction Programme
. Management of Logistics and information required of the programme
. Close coordination with internal and external stakeholders to ensure timely inputs
. Assist with Collateral design and communications material
. Assist with procurement matters if necessary

c. Learning Tech Project:
. Coordinate workshops for departments to validate competencies and job families
. Compilation of information
. Manage stakeholder input and design communication material

Requirement:
A. Project Coordination & Administration
. Ability to coordinate multiple projects simultaneously with attention to detail
. Experience in event coordination and logistics management
. Procurement and vendor coordination experience
. Strong organisational skills to manage timelines, schedules, and administrative processes

B. Stakeholder Management Skills
. Strong interpersonal and relationship-building skills to effectively liaise with diverse internal and external stakeholders
. Ability to coordinate inputs from multiple parties, including senior leadership, and cross-departmental teams
. Experience in facilitating communication between different stakeholder groups and resolving coordination issues
. Skilled in vendor relationship management with ability to ensure quality service delivery and manage performance
. Ability to build rapport quickly and maintain positive working relationships across various organisational levels
. Experience in managing competing stakeholder priorities and finding collaborative solutions

C. Communication & Creative Support
. Good written and verbal communication skills for creating materials and correspondence
. Basic design thinking for staff engagement activities and communication materials
. Ability to support creative projects including video production and event materials
. Experience in coordinating publicity and communication efforts

D. Administrative & Technical Skills
. Proficiency in managing databases, spreadsheets, and evaluation systems
. Experience with basic procurement processes and cost management
. Ability to coordinate scheduling and manage calendar logistics
. Strong attention to detail for awards administration and data compilation

E. Event & Programme Support
. Experience in supporting event planning and execution
. Ability to coordinate training programmes and learning initiatives
. Skills in managing registration processes and onsite event support
. Experience with catering coordination and event materials procurement

F. Professional Skills
. Understanding of public sector environment and processes
. Ability to work independently while supporting senior staff
. Flexibility to handle diverse tasks from administrative coordination to creative support
. Strong follow-through and ability to manage multiple deadlines

Salary: $3,500 - $6,500
Location: Pasir Panjang Road
Contract Period: 1-year

EA License No: 96C4864
Reg. No.: R24121728 EUNICE WOO JING QI