Full Time Admin Executive (Events - Operations) Jobs, in Biomed Global - Maukerja

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.