Junior Training and Operations Executive

Job DescriptionOperations & Executive Support Executive

Company: QIC Training

Role Overview

The Operations & Executive Support Executive is responsible for supporting senior management, coordinating organisational schedules, managing meetings, maintaining documentation, supporting operational processes, and ensuring smooth day-to-day business execution. This role requires strong organisation, follow-up, communication, and administrative skills to ensure tasks, schedules, records, and operational requirements are managed efficiently.

Key Responsibilities1. Calendar & Schedule Management

• Manage senior management and organisational calendars to ensure efficient scheduling and avoidance of conflicts.
• Schedule, confirm, reschedule, and cancel meetings and appointments as required.
• Provide daily agenda updates and reminders to relevant stakeholders.
• Coordinate internal team calendars and key organisational schedules.

2. Meeting Coordination & Support

• Attend physical or virtual meetings when required.
• Take structured and accurate meeting notes.
• Prepare and distribute meeting summaries, action items, and follow-up updates.
• Track assigned tasks and follow up with relevant team members to ensure timely completion.
• Escalate delays, risks, or pending matters where necessary.

3. Document, Email & Internal Communication Management

• Organise and categorise emails and documents to ensure easy retrieval and clarity.
• Draft internal memos, announcements, correspondence, and basic proposals for review.
• Liaise with department heads and team members to gather updates or disseminate instructions.
• Maintain structured digital and physical filing systems.
• Prepare and format quotations, invoices, official letters, and other business documents.

4. Travel, Booking & Logistics Coordination

• Coordinate local and international travel arrangements, including flights, accommodation, and transport.
• Handle restaurant, event, and venue bookings as required for business activities.
• Prepare logistics for meetings, internal sessions, training programmes, and external engagements.

5. Research & Information Gathering

• Conduct market, competitor, and subject-matter research as requested.
• Summarise findings into concise and actionable insights for management use.
• Support planning and decision-making through structured research outputs.

6. Renewals, Subscriptions & Records Management

• Track and manage renewals for software, services, memberships, licenses, and subscriptions.
• Maintain an up-to-date renewal tracker to avoid lapses or service interruptions.
• Identify cost optimisation or consolidation opportunities where applicable.

7. Operations Management

• Streamline operational processes to improve efficiency and productivity.
• Analyse operational data to identify gaps, risks, and improvement opportunities.
• Implement and document process improvements and operational controls.
• Ensure adherence to internal policies, procedures, and HRD Corp standards.

8. Claims & Grant Application Management — HRD Corp

• Manage HRD Corp claims and grant applications from start to completion.
• Coordinate with internal teams, clients, trainers, and external stakeholders to gather required documentation.
• Ensure accuracy, compliance, and timely submission of all claims and applications.
• Track claim status and maintain proper records for audit and reference purposes.

9. Team Coordination & Leadership Support

• Provide coordination and operational support to operations-related team members.
• Support performance tracking and follow-up on deliverables.
• Encourage a culture of accountability, continuous improvement, and structured execution.
• Assist management in ensuring tasks are completed within agreed timelines.

Requirements

• Diploma or Degree in Business Administration, Management, Operations, or a related field.
• Prior experience in administration, operations, executive support, training coordination, or HRD Corp-related work is an advantage.
• Strong organisational, scheduling, documentation, and follow-up skills.
• Good written and verbal communication skills.
• Proficient in Microsoft Office, Google Workspace, and digital filing systems.
• Able to manage multiple tasks, deadlines, and stakeholders in a structured manner.
• Detail-oriented, responsible, proactive, and able to work independently.
• Familiarity with HRD Corp claims, grants, training documentation, and compliance processes is an added advantage.

Key Competencies

• Strong coordination and execution skills.
• High attention to detail.
• Good time management and prioritisation.
• Professional communication and stakeholder management.
• Problem-solving and process improvement mindset.
• Accountability and ownership of assigned responsibilities.

Reporting Line

• This role reports directly to Senior Management or the assigned Operations Lead.