Purpose of Job: To strategically manage andoptimizeadministrative operations, provide high-level executive support, and lead the end-to-end planning, execution, and post-event analysis of complex corporate events. This role ensures seamless office functionality and drives the successful delivery of key organizational initiatives with a focus on efficiency, impact, and stakeholder satisfaction.
Key Responsibilities
- Strategic Administrative & Office Operations:
- Oversee and enhance daily office administration, ensuringoptimaloperational efficiency and resource allocation.
- Provide comprehensive executive support to senior management, including complex events calendar management, and preparation of reports and presentations.
- Develop and implement robust documentation and advanced filing systems, ensuring data integrity and accessibility.
- Manage strategic procurement processes, including vendor selection, contract negotiation, and budget adherence for administrative services.
- Coordinate intricate travel arrangements and corporate bookings,optimizingcost-efficiency and executive comfort.
- Supervise and streamline payment and claims processing, ensuring strict compliance with company policies and financial regulations.
- Advanced Event Planning & Management:
- Lead the conceptualization, strategic planning, and flawless execution of a diverse portfolio of corporate events, meetings, workshops, conferences, and large-scale functions.
- Develop comprehensive event proposals, detailed timelines, and meticulously managed budgets, ensuring events meet strategicobjectivesand financial targets.
- Cultivate and manage relationships with key vendors, venues, and suppliers,negotiatingfavorable terms andensuringhigh-quality service delivery.
- Implement and manage advanced registration systems, attendee engagement platforms, and on-site operationallogistics.
- Proactivelyidentifyand mitigate potential risks, resolving on-site issues efficiently to ensure a smooth event experience.
- Conduct thorough post-event analysis, including ROI assessment, feedback collection, and comprehensive reporting to inform future event strategies.
- Digital Transformation & Process Optimization:
- Champion the adoption and integration of advanced digital tools and platforms to enhance administrative and event management workflows.
- Develop andmaintainsophisticated tracking dashboards and analytical reports tomonitorperformance andidentifyareas for improvement.
- Drive initiatives for automation andleverageAI tools to improve events significantly andoperational efficiency,and data-driven decision-making.
- Vendor & Facilities Strategic Coordination:
- Manage strategic relationships with service providers and critically evaluate vendor performance to ensure alignment with organizational standards.
- Oversee office facilities management, including space planning, maintenance, and the implementation of sustainability initiatives.
Requirements
Skills Required:
- Exceptional organizational, planning, and advanced project management skills with the ability to manage multiple complex projects simultaneously.
- Superior communication and interpersonal skills, fluent in English and Bahasa Malaysia, with the ability to engage effectively with diverse stakeholders.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and specialized event management software/platforms.
- Strong analytical, problem-solving, and decision-making abilities, with a keen eye for detail and process improvement.
- Expertise in vendor negotiation, contract management, and budget optimization.
- Ability to thrive in a fast-paced, high-pressure environment, demonstrating excellent stress management and adaptability.
- Demonstrated experience in risk assessment and contingency planning for events.
Qualifications
- Bachelor's Degree in Business Administration , Event Management, Mass Communication, Marketing, or a related field .
- Minimum of 4-6 years of progressive experience in administrative and events management roles, with a strong portfolio of successfully executed events.
- Professional certification in Project Management (e.g., PMP) or Event Management (e.g., CMP) is highly desirable.
