Senior Executive, Programme and Office Administration

We are looking for an individual who share the same beliefs and values –commitment to serve, courage to implement and dedication to outcomes - to join our Universal Stage team to support and facilitate the training and office administration process with various stakeholders.

If the description below ignites something in you, let’s meet and chat.

You are meticulous, attention to details and quality-focused

You are result-oriented and solution-driven when facing with issues

You can multi-task and excellent in maintaining happy and harmonious working relationships with various stakeholders

You are self-driven, can work independently and constantly seek for improvements

You have a curiosity of a child, a voracious appetite to learn and a daring attitude to experiment new ways of doing things

JOB DESCRIPTIONS
As a key member of a dynamic and fast-paced team, you will be responsible for supporting the seamless execution of training programmes and ensuring efficient office operations. Your role will involve a variety of administrative, organisational, and stakeholder management tasks, contributing to the overall success of training initiatives and maintaining a positive work environment.

Provide comprehensive administrative and secretarial support to ensure the smooth execution of training courses and events. This includes coordinating with various stakeholders, managing inquiries, maintaining records, handling document organisation, and more.

Create and prepare documents, reports, presentations, and other materials that facilitate the effective organisation and delivery of training programmes and events.

Deliver an exceptional experience for all stakeholders, fostering a positive and engaging atmosphere throughout the entire process of engagement.

Encourage participants to apply the knowledge and skills gained from the training, and assist in capturing their real-world experiences for cross-learning and marketing purposes.

Capture high-quality photos and videos to produce compelling marketing materials that drive interest and awareness of upcoming training courses and events

Develop and create effective marketing materials tailored for distribution across various platforms

Engage proactively with leads and customers to drive enrolments for upcoming training courses, ensuring timely follow-ups and consistent communication throughout the process.

Organise and coordinate meetings, ensuring all logistical aspects are well-managed, including the preparation of refreshments and setting up meeting spaces.

Maintain office facilities, ensuring a clean, organised, and comfortable work environment that enhances productivity and well-being for all team members and stakeholders.

Build and nurture strong, supportive relationships with stakeholders to promote collaboration and ensure successful outcomes.

Undertake any additional ad-hoc tasks as required to support the team and ensure operational efficiency.

Qualifications & Experience

Educational Background: Diploma or degree in Business Administration, Office Management, or related fields.

Experience: Minimum of 2–3 years of relevant experience in administrative, programme support, or office management roles, preferably within the training, education, or events industry.

Technical Skills: Proficient in MS Office (Word, Excel, PowerPoint and Outlook) and other relevant software/tools. Familiarity with basic graphic design tools (e.g., Canva or Adobe Suite) is a plus.

Language Skills: Strong written and verbal communication skills in English and Mandarin. Proficiency in other languages is an advantage.

Key Skills & Competencies

Organisational Skills: Ability to manage multiple tasks simultaneously and prioritise effectively in a fast-paced environment.

Attention to Detail: Strong focus on accuracy and quality, particularly when handling documents, reports, and correspondence.

Customer Focus: Demonstrated ability to engage with stakeholders in a professional and friendly manner, providing excellent customer service and fostering positive relationships.

Communication Skills: Strong interpersonal skills with the ability to engage confidently with both internal and external stakeholders, including clients, trainers, and team members.

Initiative & Proactivity: Self-motivated with the ability to take ownership of tasks, anticipate needs, and follow through to completion.

Problem-Solving Ability: Able to handle issues effectively and find solutions independently, ensuring smooth operation of training programmes and office activities.

Adaptability: Flexible and willing to adapt to changing needs or priorities within a dynamic environment.

Commitment to Vision, Mission, and Values:

Alignment with Universal Stage’s core values of commitment to serve, courage to implement and dedication to outcomes.

Passion for driving interest and awareness through innovative content that reflects the company’s purpose.

Personal Attributes

Team-Oriented: Collaborative and supportive of team members, with the ability to work harmoniously in a fast-paced, team-driven environment.

Positive Attitude: Approachable, enthusiastic, and proactive in creating a positive experience for both internal and external stakeholders.

Attention to Aesthetic Detail: An eye for creating visually appealing presentations, documents, and marketing materials that reflect the brand image.

Customer-Centric: Passionate about creating a positive experience for learners and stakeholders, with a focus on fostering engagement and satisfaction.

Additional Requirements

Flexibility in Hours: Willingness to occasionally work outside standard office hours or on weekends to accommodate training schedules or events.

Photography/Video Skills: Basic knowledge of photography and video techniques to produce marketing materials for training courses is preferred.

Proactive Enrolment Drive: Ability to actively follow up with leads and customers to drive enrolments for training courses, with a persuasive and results-oriented approach.

Job Type: Full-time

Pay: $3,000.00 - $3,800.00 per month

Schedule:

• Monday to Friday

Supplemental Pay:

• Performance bonus

Work Location: In person