Admin Executive

Job Description – Admin Executive, Contest Management

Position

Admin Executive – Contest Management

Department

Contest Management Team

Reports To

Contest Management Manager

Job Purpose

The Admin Executive supports the Contest Management Manager in the administration and processing of SIMCC competitions.

The role is responsible for ensuring that competition registrations, participant records, contest administration, documentation, result processing and related administrative matters are handled accurately and on time.

The Admin Executive will work closely with the Contest Management Manager, Country Partners, schools, internal departments and other stakeholders to support the smooth delivery of local and international competitions.

Key Responsibilities

1. Competition Registration Processing

• Support the processing of student registrations for SIMCC competitions.
• Check registration submissions for completeness and accuracy.
• Verify student information including name, school, grade, country and competition category.
• Assist in uploading, updating and maintaining registration information in the relevant systems.
• Process registration amendments, replacements, withdrawals and other changes according to established procedures.
• Follow up with schools, Country Partners or internal teams when registration information is incomplete or incorrect.
• Ensure registration deadlines and processing timelines are closely monitored.

2. Competition Administration

• Support the Contest Management Manager in the preparation and administration of competitions.
• Maintain competition master lists, participant lists and other operational records.
• Prepare the required information for paper-based and online competitions.
• Assist in coordinating competition dates, contest venues, student information and participation arrangements.
• Prepare administrative documents, forms, checklists and reports required for each competition.
• Ensure that competition information is properly recorded and filed.

3. Contest Paper and Competition Material Administration

• Assist with the preparation and coordination of contest papers, answer entry sheets, student lists and other competition materials.
• Coordinate with relevant internal teams on printing, packing and distribution requirements.
• Maintain proper records of competition materials distributed to schools and Country Partners.
• Track the return of required competition documents, answer sheets and supporting records.
• Ensure confidential competition materials are handled according to SIMCC procedures.

4. Online Competition Administration

• Assist with the preparation of student accounts and competition access information for online competitions.
• Check student login details and competition assignments before the contest.
• Coordinate with the relevant technical team when there are system or account-related issues.
• Support schools and Country Partners with administrative enquiries relating to online competitions.
• Maintain records of online participation, attendance and competition-related issues.

5. Competition Results Processing

• Support the Contest Management Manager in the processing and verification of competition results.
• Assist with checking student attendance, absent records and participant information before results are finalised.
• Coordinate result verification with Country Partners and relevant internal teams.
• Record and follow up on corrections or discrepancies identified during result verification.
• Assist with preparing final result lists, award information and related documentation.
• Maintain confidentiality of competition results before official release.

6. Certificates and Awards Administration

• Assist in preparing accurate student information for certificates and awards.
• Check spelling of names, grades, countries, schools and award categories before certificate production.
• Support the preparation of certificate printing files and award lists.
• Process requests for certificate corrections, replacements or other award-related administrative matters according to company procedures.
• Coordinate with the relevant departments on certificate and medal preparation where required.

7. Country Partner and School Support

• Respond to routine administrative enquiries from Country Partners and schools.
• Provide registration status, competition information, deadlines and administrative instructions.
• Follow up with Country Partners and schools on outstanding registrations, documents and required confirmations.
• Escalate non-routine or sensitive matters to the Contest Management Manager.
• Maintain professional and timely communication with all stakeholders.

8. Database and Record Management

• Maintain accurate and up-to-date competition records.
• Update participant and competition information in SIMCC systems and shared files.
• Maintain proper electronic filing of registrations, correspondence, results and competition documents.
• Perform data checking and reconciliation between different systems and reports.
• Ensure records are organised and easily retrievable for operational and audit purposes.

9. Administrative Support to Contest Management Manager

• Provide day-to-day administrative support to the Contest Management Manager.
• Assist in monitoring competition timelines, deadlines and outstanding tasks.
• Prepare spreadsheets, reports, summaries and other documents when required.
• Follow up with internal departments on matters assigned by the Contest Management Manager.
• Assist in identifying administrative errors, missing information or delays and ensure they are followed up promptly.
• Support the Manager in improving competition administration procedures and workflows.

10. General Responsibilities

• Support other members of the Contest Management Team during peak competition periods.
• Assist with competition-related projects and events where required.
• Work closely with other departments including Country Management, Finance, Logistics, Events, IT and Marketing.
• Maintain confidentiality of student information, competition materials and results.
• Follow SIMCC SOPs, policies and data protection requirements.
• Carry out other duties assigned by the Contest Management Manager or Management.

Key Performance Expectations

The Admin Executive is expected to demonstrate:

• Accuracy – Student registrations, results and records must be processed carefully with minimal errors.
• Timeliness – Registrations and competition administration must be completed according to deadlines.
• Attention to Detail – Errors in student names, grades, competition categories, results or certificates can have significant consequences and must be identified early.
• Follow-Up – Outstanding information and tasks must be actively monitored until completion.
• Organisation – Competition records and documents must be properly maintained.
• Confidentiality – Contest papers, student information and results must be handled responsibly.
• Teamwork – Work closely with the Contest Management Manager and other departments to ensure smooth competition operations.

Requirements

Education

• Diploma or Degree in Business Administration, Management, Education, Events Management or a related discipline.
• Candidates with relevant administrative experience may also be considered.

Experience

• Preferably 1–2 years of administrative or operations experience.
• Experience in education administration, competition management, student registration, examination administration or event administration will be an advantage.
• Fresh graduates with strong administrative and organisational abilities may also be considered for a junior position.

Skills

• Strong administrative and organisational skills.
• Good attention to detail and accuracy.
• Comfortable working with large amounts of student and registration data.
• Proficient in Microsoft Excel, Word and other Microsoft Office applications.
• Able to learn and work with online registration and competition management systems.
• Good written and verbal communication skills.
• Able to manage multiple competitions and deadlines simultaneously.
• Able to work independently while following established SOPs and instructions.
• Strong follow-up skills and sense of responsibility.

Preferred Attributes

The ideal candidate should be:

• Careful and systematic in handling data.
• Responsible and dependable.
• Able to work under pressure during peak competition periods.
• Willing to learn new competition processes and systems.
• Comfortable communicating with schools and international Country Partners.
• Proactive in identifying missing information and administrative issues.
• A team player who is willing to support the Contest Management Manager and other team members when required.

Working Environment

As SIMCC manages multiple competitions involving students, schools and Country Partners internationally, there will be peak periods where registrations and competition processing volumes are high.

The successful candidate must therefore be comfortable working with deadlines, handling detailed administrative work and supporting multiple competitions concurrently.