Admin & Operations Executive

Organisation:

About Sumbaran Art Society

Sumbaran Art Society is an organisation dedicated to supporting artists, promoting visual arts, preserving artistic heritage, and advocating for artists' rights. Through exhibitions, workshops, cultural initiatives, and collaborations, the Society aims to build a stronger and more connected artistic community.

Role Overview

We are looking for a proactive, organised, and resourceful Admin & Operations Executive to manage day-to-day administrative activities, coordinate with artists and stakeholders, maintain documentation, and support the smooth execution of the Society's programmes, exhibitions, and events.

The ideal candidate should be comfortable managing both office-based responsibilities and on-ground coordination.

Key Responsibilities

• Manage daily administrative and operational activities of the Society.
• Maintain Excel trackers, databases, reports, records, and official documentation.
• Conduct online research related to artists, art organisations, exhibitions, vendors, and cultural initiatives.
• Coordinate with artists, members, vendors, partners, and external stakeholders.
• Schedule meetings, prepare Minutes of Meetings (MoM), and follow up on action items.
• Support the planning and execution of exhibitions, workshops, events, and artist engagement programmes.
• Handle quotations, invoices, expense tracking, and vendor coordination.
• Maintain membership records, artist information, correspondence, and project documentation.
• Coordinate logistics, materials, permissions, and other operational requirements.
• Undertake local visits for meetings, vendor coordination, event arrangements, and official work.
• Ensure timely follow-ups, task completion, and smooth day-to-day operations.

What Are We Looking For?

• 2+ years of experience

  in administration, operations, or coordination.
• Strong proficiency in

  MS Excel, Google Sheets, Word, and Google Workspace

  .
• Good research, reporting, documentation, and organisational skills.
• Excellent communication and interpersonal skills.
• Ability to independently manage multiple tasks and coordinate with stakeholders.
• Comfortable with local travel and on-ground operational responsibilities.
• Proactive, detail-oriented, dependable, and solution-focused.
• An interest in art, culture, and creative initiatives will be an added advantage.

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