Assistant Manager / Personal Assistant, Office of the Provost

hyperscal solutions pte. ltd.; Singapore; On-site; SGD 39,000 - 58,000; Full time

Job summary

Singapore Management University is seeking an experienced administrator to provide comprehensive secretarial and office support. The role involves calendar management, travel documentation, and processing claims, serving as the VP’s email custodian, and coordinating logistics for faculty-related events.

Candidates should have a diploma or degree with at least 3 years of office management or PA experience, be proficient in MS Office, and demonstrate strong organizational, teamwork and

Qualifications

• Diploma or Degree with at least 3 years of experience as an office manager, personal assistant, or administrative executive.
• Proficient in MS Office.
• Strong organisational, multitasking and problem-solving capabilities.
• Strong interpersonal, communication and writing skills.

Responsibilities

• Provide general secretarial and administrative support for Vice Provost (Faculty Matters).
• Manage calendar and arrange meeting schedules.
• Prepare travel documents, including bookings and travel folders.
• Process claims and manage expense documentation.
• Act as custodian of the Vice Provost email account.
• Support logistics for events and programmes involving faculty matters.

Skills

MS Office

Organisational skills

Multitasking

Problem-solving

Interpersonal skills

Communication skills

Writing skills

Education

Diploma or Degree with at least 3 years of experience as an office manager, personal assistant, or administrative executive

Job description

COMPANY DESCRIPTION

Singapore Management University is a place where high-level professionalism blends together with a healthy informality. The 'family-like' atmosphere among the SMU community fosters a culture where employees work, plan, organise and play together - building a strong collegiality and morale within the university.

Our commitment to attract and retain talent is ongoing. We offer attractive benefits and welfare, competitive compensation packages, and generous professional development opportunities - all to meet the work-life needs of our staff. No wonder, then, that SMU continues to be given numerous awards and recognition for its human resource excellence.

RESPONSIBILITIES

General secretarial and administrative support

• Provide general secretarial and administrative support for Vice Provost (Faculty Matters), Associate Provost (Faculty Matters).
• Manage calendar and arrange meeting schedules.
• Prepare travel documents, including booking flights, accommodations, and travel folders.
• Process claims, such as entertainment and DART claims.
• Act as custodian of the Vice Provost (Faculty Matters) email account.
• Support logistics for events and programmes involving faculty matters, as assigned.
• Perform any other assignments assigned by the Vice Provost (Faculty Matters) and Associate Provost (Faculty Matters).

Finance document reviews

• Review documents requiring approval from the Vice Provost (Faculty Matters) to ensure compliance with SMU policies and proper documentation.
• Handle Purchase Orders (PO), POJ, WOC, bank payments from OFIN, invoices, staff claims, transportation claims, credit card statements, and other documents for approval.

Support Office of the Provost administration

• Contribute as a team member in supporting logistics for the Office of the Provost.
• Contribute as a team member in supporting finance and procurement matters of the Office, such as creating purchase orders, as assigned.
• Contribute as a team member in coordinating logistics and support for departmental events.
• Manage the procurement of office supplies, including stationery and pantry items.
• Serve as PVO's administrative point of contact, as assigned.

Other administrative support

• Contribute as a team member in supporting taskforces, committees and senate matters, as assigned. Responsibilities may include note-taking, minutes preparation and follow-up on action items.
• Support the collation and coordination of input from the units reporting to the Vice Provost (Faculty Matters) for reporting and record-keeping purposes.
• Other duties as assigned.

QUALIFICATIONS

• Diploma or Degree with at least 3 years of experience as an office manager, personal assistant, or administrative executive.
• Proficient in MS Office.
• Prior budgeting, finance, or procurement experience will be an advantage.
• Strong organisational, multitasking, and problem-solving capabilities.
• Strong interpersonal, communication, and writing skills.
• Ability to adapt to changes, continuously learn, and be able to work as part of a team and independently.

OTHER INFORMATION

Candidates who do not possess the stipulated qualifications but have relevant work experience may still apply. Remuneration and appointment terms shall commensurate with qualifications and experience. SMU reserves the right to modify the appointment terms where necessary.

Please note that your application will be sent to and reviewed by the direct employer - Singapore Management University