Preparation of overseas business trip: Provide administrative and logistical support to the teams before and after an overseas business trip, including coordinating with other departments and overseas counterparts, and managing the teams’ meeting schedule.
Event management: Organize events such as seminars, workshops, conferences, and/or roundtables, including scheduling and logistics, material production, and virtual/venue set-up, in collaboration with other departments and external partners if applicable. Liaise with sponsored participants for logistics and financing issues before and after events.
Meeting and correspondence management: Organize internal and external meetings, including venue and/or virtual setup, liaising with meeting participants, and disseminating materials. Coordinate the teams for meeting preparation. Keep records of meeting participants, maintain contact databases, and minutes of meetings.
Administrative and Secretarial Support
Document management: Organize, file, and retrieve documents from electronic repositories. Format reports and presentations.
Procurement management: Prepare procurement documents related to the teams’ work. Contact and coordinate with vendors regarding new requisition, contract renewal, work arrangement, and payments of their services.
Secretarial support: Draft routine correspondence (emails and official letters). Handle correspondence and follow-up for daily emails regarding mission and operational support. Update the teams’ mission schedules. Support the team by following and managing secondment cycles.
Any other administrative tasks as directed by supervisors.
