General Operations & Office Management 

• Admin Operations: Schedule appointments, maintain organised digital and physical filing systems, ensure data integrity/backups, and coordinate mail/courier services. 

• Procurement: Track and replenish office supplies, obtain vendor quotes, and interface with suppliers (stationery, office equipment, caterers and cleaners).

• Premises Liaison: Serve as the main contact for our workspace and surrounding areas. Maintain regular contact with building management to ensure facility cleanliness, prompt maintenance and smooth resolution of facility issues. 

Event & Communication Support 

• Event Logistics: Coordinate venue setups, manage participant invites, conduct pre-event inspections, and prepare events for smooth execution.  

• Communication & Correspondence: Handle calls, emails, social media, and messaging inquiries with partners, participants and media contacts. Stay alert to updates and respond fluidly to urgent operational needs as they arise. 

• Travel Support: Assist with travel arrangements for staff, participants and partners’ including flight and hotel bookings, visas and work permit applications. 

Human Resource Management

• Recruitment: Support the full recruitment lifecycle for staff and interns – including drafting job descriptions, posting openings, screening candidates, scheduling interviews, drafting contracts, and facilitating onboarding.

• Personnel Support: Maintain updated employee and intern records and assist with general HR administrative workflows.

Financial Management 

• Financial & Banking Support: Prepare accurate quotations, invoices, receipts, and payment vouchers, and assist with processing payments, collections and account reconciliations. 

• Payroll: Execute monthly payroll including EPF, SOCSO and EIS submissions.

• Grant Administration: Assist in compiling and submitting grant applications and supporting documents. 

• Budget Tracking & Reporting: Monitor project budgets, organise preliminary financial data and consolidate routine activity reports for stakeholders. 

• Accounting Coordination: Coordinate with the accountant to prepare financial statements and all accounting-related matters in a timely manner.