Administrative Executive

**Objectives**:
This position will coordinate and assist the Managing Director and Senior Administrative Executives in dealing with respective clients and in executing related programmes to drive the objectives of respective client societies.

**Main Accountabilities**:
You are expected to work closely with Senior Administrative Executives and to provide daily, proactive and efficient secretarial and administrative support with, but not limited to, the following:
**(A) Event Management**:

- Provide support and assistance to ensure timely and successful execution of programmes by the client societies as follows:

- pre-event organisation and planning including invitations, budgeting, logistics, scientific and social

programmes designs, internal and external communications, publicity, and sponsorship
- on-the-day management venue setup, rehearsals, catering, faculty arrangements, internal and external

communications, and overall coordination
- post-event data analysis and consolidation including payment and reimbursement processing, post

marketing communications, and write-up of post-event report

**Administrative and Secretarial Support**:

- Prepare a range of materials such as presentations, speeches, flyers/brochures, and related documents for meetings and events, including gathering data, researching material, creating PowerPoint presentations and ensuring appropriate input from colleagues/managers.
- Organise business meetings, and coordinate its logístical aspects accordingly
- Manage client societies' social media accounts to enhance their online presence continuously as well as to drive traffic and engagement
- Maintain the societies’ membership registration and databases, as well as website(s)
- Develop and carry out an efficient documentation and filing system for paper and electronic records.
- Ensure 100% adherence to controls (incl. recording, approvals, and budget management).
- Troubleshoot any issues and deviations, and escalate complex issues to Senior Administrative Executives / Managing Director for immediate resolutions

as well as to provide support to other functions and duties as determined from time to time by Senior Administrative Executives / Managing Director to be within the capacity and competence, and mutually agreed upon.
The Affinity Executive Services (in short, Affinity) provides management services including administrative, secretarial, and event planning to the medical societies in the nation and region for the advancement of knowledge in the field of the clients. The clients of Affinity include the Asia Pacific Spine Society and Malaysia Spine Society.

The Affinity is a credible and professional executive services provider that is trusted to provide excellent secretarial services to its clients. Its clients can trust Affinity to manage their professional societies and streamline operations and procedures. With Affinity’s support, societies can focus on establishing its credibility and prestige in its respective medical industry.

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**Vision Statement**:
To be the go to management team for professional medical associations in the nation and region, so they could focus on advancing their respective vision and mission(s) for the benefit of the global society.

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**Mission Statement**:
To provide the associations with outstanding management services, focusing on:

- Conscientious management to assist the associations to continue to develop and grow its credibility and prestige in line with its vision and mission(s)
- Committed engagement through professional communication tools
- Establishment and continuous improvement of systems, processes and tools to increase efficiency
- Earnest and diligent secretarial support*

Bachelor's or Equivalent