Job Description

Overview

We are seeking a highly organized and proactive Secretariat Executive to support the smooth operations of the society/association. The ideal candidate will be responsible for handling administrative, secretariat, and coordination work, ensuring timely communication with members, stakeholders, and partners.

Key Responsibilities

Meeting Management

Schedule, arrange, and coordinate meetings (virtual or physical).


Prepare agendas, collate documents, and circulate meeting materials in advance.


Record, draft, and distribute accurate minutes of meetings.

Stakeholder & Member Liaison

Serve as the main point of contact for members, stakeholders, and external partners.


Draft, proofread, and send official correspondence, notices, and circulars via email.


Handle enquiries from members professionally and in a timely manner.

Secretariat & Administrative Support

Maintain and update society records, including membership databases and regulatory filings.


Assist with submissions of Continuing Medical Education (CME)/CPD points or equivalent to relevant authorities.


Update and file society changes (e.g., committee changes, constitution updates, registrations).


Support the preparation of reports, presentations, and official documents.

Event & Activity Coordination

Assist in planning and logistics for meetings, workshops, conferences, and society events.


Liaise with vendors, venues, and service providers as required.


Provide on-site/online support for smooth event execution.

Requirements

Prior experience in secretariat, administrative, or association management roles preferred. Written and verbal communication skills. Strong organizational skills and attention to detail. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and comfortable with digital tools. Ability to work independently and manage multiple priorities. Experience in dealing with medical societies/professional associations is an advantage.

Personal Attributes

Professional and discreet with sensitive information. Proactive, resourceful, and a good problem solver. Strong interpersonal skills with the ability to liaise effectively with stakeholders. * Team player with a positive and adaptable attitude.