StackTribe Pte Ltd – Operations Associate

Tribe is looking for an individual to take on the Operations Associate role to support the smooth operational needs of one of Tribe’s Ecosystem Development unit - AngelHack. 

As an Operations Associate, you will be joining a fast-growing organization, playing a critical role in driving operational excellence across the organization. Our core service is in designing and delivering unique hackathon experiences. We specialise in organising hackathons (large-scale virtual and in-person coding competitions) and other related services such as incubator programmes and meet-ups sessions that cater to developers from diverse backgrounds. You will be part of the Operations Team to deliver high-quality outcomes that meet the needs of our stakeholders and participants while working collaboratively with cross-functional teams.

What is a hackathon?

A hackathon is a competition in which both technical & non-technical talent from all walks of life meet to develop solutions to real-world problems. The period when teams with diverse skill sets and professional levels work together to create a solution is called the hacking period, which may last from 24 hours to weeks, depending on the difficulty of the technology used and the complexity of the expected submission. During the hacking period, programs such as introductory workshops, Code-Along sessions, and ‘Ask Me Anything’ (AMA) sessions are held to help equip participants with the relevant knowledge and hands-on experience necessary to develop solutions.

Your role:

Work closely with the Operations team alongside Program Managers to ensure smooth planning and execution of virtual and/or in-person events across the world. Your scope includes (but not limited to):

Event Planning

• Strategic Alignment: Develop and apply a clear understanding of our organisation’s strategic goals and operational processes, and identify areas for improvement to streamline processes, optimise operational efficiency and reduce costs.
• Vendor Management: Manage vendor relationships and the negotiation of contracts to ensure that goods and services are delivered cost-effectively and on time, thereby contributing to the success of our events.
• Logistical Coordination: Coordinate and manage in-person (and virtual) event logistics, ensuring a well-organised sequence of tasks and activities that lead to a smooth execution of all event aspects while adhering to event budgets.

Event Execution & Support

• Registration Database: Develop registration processes and maintain project databases. Ensure accurate and timely registration of participants and clear communication with attendees.
• Participant Support: Facilitate clear and engaging communication within the community, attend to participants’ inquiries and prepare essential materials, such as participant guides, factsheets, program-related resources and program calendars, to ensure participants have all the information and support they need for a seamless hackathon experience.
• Project Collaboration: Collaborate closely with the Operations team, Program Managers and stakeholders to ensure that our initiatives align seamlessly with overall project objectives while ensuring projects are kept on track and within timelines, making each event a resounding success. Provide on-site coordination and support during event days to ensure they run smoothly and problem-solve issues that arise.

Post-Event Analysis & Optimization

• Data Analysis: Be in charge of collecting, organising, and cleaning event data and feedback, allowing the Operations and Project team to analyse the event’s performance to derive actionable insights that drive improvements in our hackathon management and participant engagement processes.

Process Improvement 

• Document event workflows, playbooks, and standard operating procedures (SOPs).
• Identify gaps, inefficiencies, or recurring issues in event operations and recommend practical improvements.
• Support the implementation of process enhancements, tools, and systems to improve scalability and consistency across events.

Requirements

• Minimum of 1-2 years of working experience in Operations, Events or similar fields, preferably in a tech firm or a fast-paced environment.
• Demonstrated ability to optimise internal operations and processes to improve efficiency, productivity, and profitability.
• Demonstrated experience in working with varied internal and external stakeholders.
• Excellent verbal and written communication and interpersonal skills to work collaboratively with cross-functional teams and external stakeholders.
• Ability to work independently and take initiative in identifying areas for improvement and implementing solutions.
• Strong time-management and organisational skills to manage multiple tasks and priorities in a fast-paced environment.
• Attention to detail and ability to maintain accurate records and data, and to manage multiple projects and priorities simultaneously.
• Proficiency in Google and/or Microsoft Office Suite and experience with project management tools and software is a plus.
• Prior experience in working with platforms such as Airtable, Miniextensions, Notion, Discord, Slack, etc. is a plus.
• Must be fluent in English.