Venue Executive, OCBC Aquatic Centre.
As part of the OCBC AQC team and reporting to the Director, the position of Executive will support the establishment, day-to-day and event operations of the leading sports and leisure facilities. Working closely with stakeholders, partners and the community at large, the successful candidate will work closely with management to deliver the operations. Executive will provide administrative support to the Director in preparing reports, statistical data, and other correspondence.
General Roles & Responsibilities
Responds by phone, email and in person to inquiries and other requests regarding the operations of the venue
Assists the Director in the preparation of reports, resolutions, statistical data and other correspondence and in the maintenance of files, records, policies, procedures, and other references material important to the efficient operations of the department
Maintains the work unit calendar of events, schedules meetings and other appointments and provides other administrative assistance as maybe essential to assist the Director and Senior Manager
Depending on specific requirements of the work unit, may prepare agenda, minutes, and other material and takes/transcribes records of meetings
Operates standard office equipment such as copiers, computer keyboard, calculators, printers, fax, sorters, collators, canner and other common to an administrate environment
Assists in budget preparation and preparation of other fiscal/financial data and records
Responsible for assisting with the preparation and maintenance of official records and coordination of responses to request
Work with the Managers and Executives to administer all required processes
Supports the Director and Senior Manager by performing a variety of administrative support functions, including, but not limited to drafting letters or documents, answering or re-directing inquiries and correspondence, scheduling meetings, telephone responses.
Maintain an accurate system of organizing, responding to and maintaining records
Maintain accurate documentation of all actions, contracts, correspondence, research and more relating to the OCBC AQC
Schedule meetings as needed
Receive inquires and obtain and communicate responses in a timely manner
Perform other related duties as apparent or assigned
Improve and manage operational procedures, conduct surveys and make recommendations for improvement of services. Analyse problems and make recommendations for improvements.
Work event days as required and ensure proper supervision of all events and activities scheduled at the OCBC AQC
Support the production of Concept of Operations/Venue Handbooks through research, partner coordination, and administration.
Communicate closely with internal and external partners
Assist in the management of sport equipment and various inventory.
Co-ordinate and supervise day to day frontline staff as required.
Facilitate daily venue operations and public sessions at the venue as required
Have an excellent knowledge of the venue and provide site information to clients, customers and staff as needed.
Monitor venue performance and operations, produce reports as required by management or clients.
Prepare documentation and information for staff, management, promoters and clients to enable them to effectively service all client groups entering the SSH.
Support programming at OCBC AQC
Ensure that health and safety policies and regulations are adhered to and reflected positively through your actions and those of your colleagues.
Assist and manage events or functional areas where necessary.
Bachelor’s degree or better from an accredited college or university is preferred but not essential.
Additional industry specific designations preferred.
Minimum of two (2) years’ experience in the sports and leisure industry seen as an advantage.
Essential Job Functions, Personal Characteristics, Competencies and Behaviours:
A can-do attitude with focus on achieving results.
Uphold strong communications with the wider Sports Hub team and external partners.
Collaboration with internal departments and stakeholders, such as events, marketing, sales and sports/community.
Develop relationships and conduct regular interface with the elite and community sports partners and other stakeholders.
Support the planning, organizing and implementation of events from community to elite level.
Handling enquiries from the public, clients, stakeholders and government.
Liaising with community and industry bodies (including schools, sports clubs and other community groups).
Ability to apply conflict resolution and problem-solving skills in a diverse environment.
Is a proactive team player and prepared to support the endeavours of the wider collective.
Thinks laterally, sources creative solutions in the face of unique challenges in a high paced, dynamic and fast moving environment.
Ability to express ideas clearly through both oral and written communication with strong attention to details.
Working hours are 9:00AM to 6:30PM, Monday to Friday. Unique morning/evening and weekend hours will be required at various times during event mode. Occasional morning shifts required.
Other duties and responsibilities as assigned.
Interested candidates are invited to apply with a comprehensive resume.
Please include the following items in your resume:
- Current & Expected Salary
- Passportsize photograph
- Notice period / Date of Availability
SPORTSHUB PTE LTD