Senior Executive - Communication & Outreach Dept

[What the role is]

The incumbent supports the planning, coordination, and delivery of outreach initiatives in a dynamic polytechnic environment. Working closely with internal teams and external partners, the incumbent provides operational, administrative, and on-site support to ensure outreach activities are well-organised, efficiently executed, and compliant with institutional processes. This role offers meaningful exposure to outreach strategy execution, stakeholder coordination, administrative management and event operations.

[What you will be working on]

Outreach Operations & On-site Support

• Support the execution of outreach activities such as exhibition booths, learning journeys, workshops and open houses
• Provide on-site operational support, including overseeing the appointed vendor on the setup and teardown of booths, materials distribution, and event logistics
• Ensure outreach activities are conducted smoothly and in accordance with approved plans and guidelines

Administrative & Coordination Support

• Provide end-to-end administrative support for outreach programmes, including scheduling, documentation, correspondence, and approvals
• Maintain accurate records of outreach activities, participating schools, attendance, and engagement data
• Assist with procurement, vendor coordination, and claims submission in accordance with institutional guidelines
• Prepare operational reports, summaries, and post-activity documentation

Stakeholder Coordination

• Liaise with internal stakeholders and secondary schools on operational and logistical matters
• Support outreach communications, including confirmations, follow-ups, and responses to outreach-related enquiries
• Facilitate coordination between academic, administrative, and external partners to ensure alignment and timely delivery

Process & Operational Support

• Contribute to the maintenance and continuous improvement of outreach workflows, templates, and standard operating procedures
• Support basic data tracking, analysis, and reporting for planning and resource allocation
• Identify operational gaps and recommend improvements to enhance efficiency and effectiveness

[What we are looking for]

• Relevant qualification in Business, Administration, Communications, or related fields
• At least 3 years of experience in operations, administration, or programme coordination (experience in procurement or education/public sector is an advantage)

Skills & Competencies

• Organised and able to manage multiple tasks and timelines
• Good written and verbal communication skills
• Detail-oriented and reliable
• Comfortable with administrative systems, documentation, and basic data tracking
• Able to coordinate with internal and external stakeholders effectively

Work Flexibility

• Willingness to support evening or weekend activities during peak outreach periods

#LI-Onsite