Administrative Assistant

Alliance Francaise De Singapour; Singapore; On-site; SGD 21,000 - 31,000; Part time

Job summary

Alliance Francaise De Singapour is seeking a part-time administrative assistant to support the Executive Director and HR & Finance Manager, handling meetings, visa processes, and day-to-day administration for the Language Center.

The role involves coordinating records, liaising with stakeholders, and ensuring compliance with statutory requirements. Open to Singaporean/PR applicants only; permanent contract; 21 hours per week (3 days).

Responsibilities

• Assist the Executive Director in organizing AGMs, Council meetings and Sub-Committee meetings, including taking of minutes during meetings
• Assist the Finance and HR Manager with work visa applications, renewals and cancellations
• Undertake secretarial duties and support on the day-to-day activities of the Administration of the Language Center
• Report to the Council for Private Education on students' details, new members, new teachers, etc.
• Register courses in SkillsFuture (if relevant) and UTAP
• Ensure all statutory compliance such as filing statutory returns and declarations are adhered to, in accordance with the statutes of association, including renewal of licences (IMDA for video, film, electrical installation/water tank/Compass)and updating and reporting to R.O.S.
• Annual renewal of insurance policies and follow-up for invoices, premium adjustments and for claims submitted
• Manage and ensure membership database properly updated
• Organize internal social events for the staff with Markom team
• Keep track of staff medical expenses (up to applicable amount) and staff annual leave
• Assign lockers, label trays and set up copier password for new teachers
• Proof-read the Lien programme, e-newsletters, posters, booklets, etc.
• Manage and order stationery, copier paper etc as required
• Calculate allocation of costs of electricity and water based on actual consumption by Café

Job description

Job Description

Reporting directly to the Executive Director and HR &Finance Manager, you shall work closely with other employees of the Alliance and liaise with a range of stakeholders including customers, suppliers and partner organisations.

Your tasks shall include the following:

• Assist the Executive Director in organizing AGMs, Council meetings and Sub-Committee meetings, including taking of minutes during meetings
• Assist the Finance and HR Manager with work visa applications, renewals and cancellations
• Undertake secretarial duties and support on the day-to-day activities of the Administration of the Language Center
• Report to the Council for Private Education on students' details, new members, new teachers, etc.
• Register courses in SkillsFuture (if relevant) and UTAP
• Ensure all statutory compliance such as filing statutory returns and declarations are adhered to, in accordance with the statutes of association, including renewal of licences (IMDA for video, film, electrical installation/water tank/Compass)and updating and reporting to R.O.S.
• Annual renewal of insurance policies and follow-up for invoices, premium adjustments and for claims submitted
• Manage and ensure membership database properly updated
• Organize internal social events for the staff with Markom team
• Keep track of staff medical expenses (up to applicable amount) and staff annual leave
• Assign lockers, label trays and set up copier password for new teachers
• Proof-read the Lien programme, e-newsletters, posters, booklets, etc.
• Manage and order stationery, copier paper etc as required
• Calculate allocation of costs of electricity and water based on actual consumption by Café

CONDITIONS

• Contract type: Permanent
• Job type: PART-TIME (3 days a week from 9.30 am to 5.30 pm)
• 21 hours per week
• Singaporean/PR only