Job Purpose
The job purpose of an Office Executive is to effectively manage and optimize operational processes to ensure the smooth functioning of the organization, maximize efficiency, and contribute to the achievement of business goals.
Principal Duties and Responsibilities
- Collaborate with the programme planning team to develop comprehensive logistical plans for various programmes, taking into account timelines, resources, and participant requirements etc.
- Coordinate all logistical arrangements, including venue selection, transportation, accommodation, and catering, ensuring they align with programme objectives and budgetary constraints.
- Manage the scheduling of programme activities, including meetings, workshops, and training sessions, ensuring optimal allocation of resources and adherence to established timelines.
- Serve as the primary point of contact for external vendors, negotiating contracts, managing relationships, and coordinating their services to ensure seamless program execution.
- Develop and maintain detailed logistical documentation, including event schedules, participant lists, and resource requirements, to facilitate effective communication and coordination.
- Monitor and track program expenses related to logistics, ensuring adherence to budgetary guidelines and making recommendations for cost optimization where possible.
- Coordinate travel arrangements for programme participants, for example booking flights, accommodations, and transportation, and providing necessary information and support.
- Liaise with internal stakeholders, such as programme managers, trainers, and support staff, to ensure smooth coordination and timely delivery of logistical requirements.
- Conduct post-programme evaluation of logistical operations, identifying areas for improvement and implementing corrective measures for future programmes.
- Stay updated on industry trends and best practices in logistical planning, recommending innovative solutions to enhance efficiency and effectiveness.
Requirements
- Must be proficient in MS office, especially powerpoint and excel
- An analytical mind with a strategic ability
- Excellent communication and people skills
- BSc/BA in business administration, marketing or related field
- Demonstrate excellent project management, communication, and collaboration skills
- Independent
- Meticulous with an eye for detail
