Admin Executive (Events & Operations)
Job Location:
Kuala Lumpur - Malaysia
Monthly Salary:
Posted:
Application Deadline:
Vacancies:
Job Summary
Purpose of Job: To strategically manage and optimize administrative 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 ensuring optimal operational 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 optimizing cost-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 strategic objectives and financial targets.
- Cultivate and manage relationships with key vendors venues and suppliers negotiating favorable terms and ensuring high-quality service delivery.
- Implement and manage advanced registration systems attendee engagement platforms and on-site operational logistics.
- Proactively identify and 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 and maintain sophisticated tracking dashboards and analytical reports to monitor performance and identify areas for improvement.
- Drive initiatives for automation and leverage AI tools to improve events significantly and operational 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.
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:
- Bachelors 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.
Required Skills:
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: Bachelors 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.
