Assistant Manager/Manager, ATxPO - Planning & Secretariat

Part of the International Group in IMDA, the Asia Tech x Programme Office (ATxPO) organises Asia’s annual flagship tech event – Asia Tech x Singapore (ATxSG). ATxSG convenes leaders from government and industry for challenging conversations at the intersection of technology, society, and the digital economy, enhancing Singapore’s digital thought leadership. ATxPO also organises ATxInspire, a companion series to ATxSG, which fosters collaboration and knowledge sharing within the tech sector.

As part of the Asia Tech x Programme Office, this role will support the team lead of the Planning and Secretariat in managing all aspects of arrangements for the project administration and management in initial planning of schedule and agenda, coordination with various divisions and agencies, the execution of the ATxSG and post-event follow-up, ensuring all aspects of the administrative and operational aspects of the event are managed efficiently.

Responsibilities

Administrative and Coordination

• Develop and manage detailed event plans, timelines with relevant stakeholders.
• Coordinate with internal divisions (e.g. Communications, Strategic Planning, Finance, Legal, Procurement, IT…etc) to ensure all requirements are arranged and executed smoothly.
• Assist in the development of meeting agendas, and schedules and document minutes, ensuring all action items are tracked and completed on time.
• Handle all event-related administrative tasks, including preparing and distributing invitations, managing RSVPs and maintaining guest lists.
• Coordinate procurement processes, including sourcing vendors, obtaining quotes, and managing contracts, in compliance with procurement guidelines.
• Prepare financial reports and documentations for post-event evaluation and auditing purposes.
• Organise and manages speechwriting and scribes workstreams.
• Documentation of SOP and maintain the knowledge repository and asset inventory.
• Coordinate announcements and work closely with Marketing and Communication.
  
  
  

Stakeholder Engagement and Communication

• Serve as the primary point of contact for event-related inquiries, providing timely and accurate information to stakeholders and participants.
• Coordinate with public service officials to ensure their needs are met and their participation is smoothly integrated into the event.
• Develop and maintain communication channels with all stakeholders, including preparing briefing materials, reports and updates.
  
  
  

Post-Event Evaluation and Reporting

• Conduct post-event evaluation, including collecting feedback from stakeholders and team members.
• Prepare comprehensive event reports, highlighting successes, challenges, and recommendations for future events.
• Ensure all post-event administrative tasks are completed, such as processing payments, returning equipment, and archiving event materials.
  
  
  

Requirements

• Background in Computer/Computer Science, Information Technology, or Business Management preferred
• 3 – 5 years of experience in event production or managing event programs
• Proactive self-starter, able to work well in a team
• Manage administrative details and compliance requirements.
• Excellent written, verbal communication and presentation skills
• Ability to work under pressure and liaise with a wide range of stakeholders, including other government agencies
• Strong problem-solving and analytical skills to address and resolve any issues that may arise
• Strong organisational and project management abilities to manage multiple timelines, and logistics simultaneously
• Ability to manage multiple tasks and projects simultaneously
• Adaptable and able to handle unexpected issues to ensure the event runs smoothly
• Proficiency in Microsoft Office