Job Overview: The Admin & Operation Executive will provide comprehensive administrative and operational support to the organization. This role involves preparing and organizing key meetings, maintaining databases, and handling external correspondence. The Executive will work closely with the President, Council, and various external partners to ensure the smooth execution of daily operations and strategic initiatives.
Key Responsibilities:
1.
Meeting Support:
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Assist in preparing for Council and Members' Meetings, including the Annual General Meeting.
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Prepare and organize meeting materials such as PowerPoint presentations, meeting minutes, e-flyers, reports, and F&B arrangements.
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Coordinate with venue hosts, speakers, and service providers to ensure seamless meeting execution.
2.
Document Preparation:
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Assist in the creation of proposals, paperwork, and Council's appointments for Workings Groups with government agencies and external stakeholders.
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Prepare documentation related to external partnerships, collaborations, and endorsements.
3.
Correspondence Management:
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Manage all incoming correspondence via the main email and mail channels, including invitations and communications from government bodies, agencies, NGOs, and media.
4.
Event & Calendar Management:
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Oversee and manage the events and activities calendar for the President and Council members to ensure smooth scheduling and coordination.
5.
Database Management:
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Maintain and update members database to ensure accurate and current records.
6.
General Administrative Support:
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Provide general administrative support as needed, including handling ad-hoc tasks and assignments to assist the department in meeting its objectives.
Qualifications:
Degree in Business Management or a related field.
Proven experience in an administrative or operational support role.
Strong organizational skills with the ability to manage multiple tasks and deadlines.
Excellent written and verbal communication skills
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
Strong attention to detail and accuracy.
The right attitude: a proactive, positive approach with a willingness to learn and contribute effectively to the team.