Executive, Administration & Events Coordinator

Mandai Nature is a successful Singapore-based non-profit conservation organisation jointly set up by Temasek and Mandai Wildlife Group (which manages zoological parks including Singapore Zoo, Night Safari, River Wonders, Rainforest Wild Asia and Bird Paradise). Mandai Nature is the conservation arm of Mandai Wildlife Group and was established with the aim of advancing efforts on biodiversity protection in Singapore and Asia. Through impactful programmes and innovative partnerships Mandai Nature strives to protect nature and inspire action.

Role Overview

We are seeking a proactive and detail-oriented Executive, Administration & Events Coordinator to (1) support daily office operations and ensure smooth and efficient workplace functions and (2) coordinate and support the planning and execution of internal and external conservation events. This role encompasses a range of responsibilities, including office management, travel coordination, cross-team administrative support as well as event coordination with internal and external stakeholders. As a central point of contact within the organisation, you will play a key role in maintaining operational efficiency, supporting company events, and contributing to a positive and organised work environment.

Key Responsibilities

• Office Administration
  
  

Administration

• Be the main contact person for office administration such as corporate updates, guidance and handing of administration tasks etc.
• Responsible for the procurement and management of office supplies. This includes sourcing and conducting quotation comparisons for office purchases, maintenance, and services.
• Assist with the onboarding of new joiners.
• Coordination of local and overseas courier services
• Receiving and directing visitors
• Handle incoming and outgoing mails
• Monitor and manage administration budget
  
  

Travel Support

• Assist with flight, on-ground transport and hotel arrangements for team members.
• Monitor and manage travel budget
  
  

Office Insurance Management

• Maintain a list of all office insurances. Keep track of the type of insurance, scope of insurance coverage and their respective expiry dates.
• Ensure the insurance is renewed on time and liase with insurance agent to ensure insurance coverage is adequate.
• Events Coordination and Support
• Plan and manage all aspects of an event planning process such as arrangement of event logistics such as event set up, catering, venue booking, coordinating with guests / participants (i.e. travel booking and logistics for invited guests) , adhering to timelines etc.
• Coordinate with both internal and external stakeholders to ensure the event is planned to meet the required expectations and ensure smooth running of the event on the day itself.
• Track and manage event expenses against approved budget
• Other ad hoc tasks
• Other administrative or ad hoc tasks that may arise from time to time.
  
  

Education

Qualifications and Experience

• Diploma in Business Administration, Management, or related field.
  
  

Experience

• At least 2-3 years of prior experience in office management and organisation.
• Practical experience with planning and organising corporate events.
• Proficient in Word, Excel and Powerpoint.
• Excellent organisational and communication skills.
• Has experience working with a diverse set of stakeholders.
  
  

Skills

• Attention to details.
• Strong stakeholder engagement skills.
• Strong written and verbal communication abilities.
• Cost-conscious mindset with the ability to monitor and control expenses within budget.
• Ability to prioritise and manage multiple tasks.
  
  

Personal Attributes

• Ability to work independently and collaborate effectively in teams.
• Proactive, resourceful, and able to take initiative.
• A strong team player who is willing to roll his / her sleeves up to help other team members.
• Possess a “can do” and proactive learning attitude.
• Strong problem-solving skills.
• Collaborative and highly adaptable, with strong interpersonal skills.
• Passionate about conservation and biodiversity, with a commitment to making a measurable impact
• Willingness to work weekends and public holidays if required