Job Description

The Human Cell Atlas is an international collaborative consortium that charts the cell types in the healthy body, across time from development to adulthood, and eventually to old age. This enormous undertaking, larger even than the Human Genome Project, will transform our understanding of the 37.2 trillion cells in the human body. It is only possible now thanks to global collaboration, technological and computational breakthroughs, and science at great scale.
An open global initiative, the HCA was founded in 2016 and has grown to more than 2,300 HCA members, from over 1,000 institutes and 83 countries around the world. HCA membership is open to the entire scientific community worldwide.
The HCA Executive Office provides the administrative and organizational framework to harmonize the delivery of HCA goals and resources which includes coordinating the activities of governance bodies and working groups, organizing scientific conferences, and training workshops, and managing internal and external communications. Singapore- and Japan-based staff support the HCA Asia regional network, including by organizing the HCA Asia annual meeting and supporting the activities of the HCA Asia steering committee.
The HCA Asia Administrative and Events Coordinator will work closely with senior scientists based at the Genome Institute of Singapore as well as the HCA Asia Programme Officer based at the RIKEN Institute in Japan, as well as HCA Executive Office staff in the US and UK. The office will be located at Genome Institute of Singapore (GIS) A*STAR, Singapore.
Responsibilities will include: -
Administration
Provide high-quality administrative and clerical assistance to the HCA Asia Steering Committee, with guidance from the HCA Executive Administrator.
Manage complex and rapidly changing schedule of all Asia HCA related activities
Support preparation of materials for funders, including translation work to communicate HCA materials to regional funders
Strong ability to monitor and control complex budgets and timelines
Support regional press and communication activities along with the HCA Scientific Communications Manager.
Attend where possible, HCA related committee/working group teleconferences and face to face meetings, as required.
Event Coordination
Organizes and manages HCA Asia seminars and workshops with guidance from HCA Events Manager.
Serve as the point person pertaining to event logistics and ensure timelines are being met by all key planning members.
Attend and assist with HCA General Meetings alongside HCA Executive Office Staff.
Identify risks and bottlenecks and work to proactively develop contingency plans to meet target goals, deadlines, and budgets.
Develop metrics for event success, analyze outcomes, and report discoveries to stakeholders (HCA Asia Program Committee and HCA Executive Office).
Manage registration sites for HCA Asia events.
Work with onsite administrators to hire vendors and negotiate contracts with hotels, catering companies, and product suppliers.
Source and coordinate venues, floor plans, meeting space, and event staff.
Ensure that HCA Asia events adhere to HCA guidelines for meeting organization and communication.
Liaise with the HCA Asia Scientific Program Committee to build out meeting agendas.
Communication
Liaise with HCA leadership and personnel to ensure clear communication through all channels.
Provide professional representation of the HCA, exercising judgment and discretion with regard to confidential issues and materials in responding to mail, telephone, electronic, and in-person inquiries.
Attend daily (where possible, at least twice a week) catch-up teleconferences with HCA Executive Office personnel (may involve occasional calls with staff based in the UK and US East Coast).
Assist in drafting and editing letters, email communications, website content and reports, alongside the HCA Scientific Communications Manager and HCA Website Administrator.
In collaboration with the HCA Scientific Communications Manager, manage and drive the social media and engagement of HCA Asia activities.
Liaise with speakers, session chairs, and meeting VIPs.
Be the primary contact for meeting delegates and ensure clear and timely communication.
Technical
Strong knowledge of Google Suite and Microsoft Suite is essential in order to maintain multiple complex organizational and tracking systems.
Assist with promotional materials such as event flyers, e-bulletins, and signage using Photoshop and Illustrator.
Oversee AV, IT, and video production functions during events.
Responsible for collecting and executing quality checks on speaker slides.
Qualifications and Requirements
Bachelor's degree with working experience planning multiple high-profile events that have complex priorities and stakeholders.
Science background and experience in non-profit work is desirable but not essential.
Candidate must possess a positive attitude, be team-oriented, ambitious, quality-driven, and of the highest integrity.
Strong communicator (written and verbal) and customer-friendly attitude.
Able to build relationships and trust with stakeholders, as well as with suppliers and vendors.
Demonstrates flexibility and calm demeanor with last-minute changes and demands.
Proficient in mail merge applications.
Fluency in Google Suite, Google add-ons, and Microsoft Suite.
Prior knowledge of Asana, Slack, and CRM software preferred.
Ability to thrive in a fast-paced, deadline driven environment.
Flexible availability, including occasional evening hours as well as occasional travel.
The above eligibility criteria are not exhaustive. A*STAR may include additional selection criteria based on its prevailing recruitment policies. These policies may be amended from time to time without notice. We regret that only shortlisted candidates will be notified.