Finance & Office Admin Executive

United World College of South East Asia; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

An international educational institution in Singapore is seeking a Finance & Office Admin Executive to join their team. This pivotal role involves managing administrative workflow and supporting the Finance Director across dual campuses. The ideal candidate has strong attention to detail and at least 3-5 years of administrative experience, preferably in the education sector. Proficiency in Google Office and SAGE software is essential. This role emphasizes confidentiality, proactive problem-solving, and excellent communication skills.

Benefits

Professional development opportunities

Inclusive working environment

Qualifications

• 3-5 years of experience in administrative or junior finance role.
• Experience within education sector or supporting senior leader preferred.
• Ability to handle sensitive and confidential information with discretion.

Responsibilities

• Manage office safety protocol as point of contact.
• Coordinate finance team meetings and manage calendar.
• Plan and coordinate business travel logistics for the Finance Leadership Team.

Skills

Attention to detail

Time management

Problem-solving

Verbal and written communication

Education

Professional certificate or diploma in Business Administration, Finance, or Accounting

Tools

Google Office

SAGE accounting software

Job description

UWCSEA has a vacancy for a Finance & Office Admin Executive (Dual Campus) to join the team.

The Finance & Office Admin Executive (Dual Campus) acts as the operational backbone of the Finance Department across both campuses which require regular presence on each campus.

This dynamic individual will ensure seamless administrative workflow within the department and provide dedicated, confidential support to the Finance Director and the Finance Leadership Team. The position necessitates a proactive and resourceful individual to enhance the administrative efficiency of the department.

Main Responsibilities

• Finance Department & Office Administration

Operational Support:

• Maintaining the physical office, including organizing layouts, managing equipment (printers, IT hardware), and coordinating repairs with building maintenance or contractors.

• Manage the daily administrative operations of the finance department, ensuring a smooth and efficient workflow. To extend office administrative support to the procurement and risk management team when required.

• Manage office safety protocol as the point of contact for Fire Marshals and/or Fire Safety Managers

• Point of contact for office inquiries

Record Management:

• Maintain and archive confidential financial documents, contracts, and records in compliance with data retention policies.

• Maintain and manage the Finance Team Leave and Training Record

• Maintain and manage Finance Policies and Protocols

Procurement & Vendors:

• Oversee the office pantry and office supplies. Responsible for the daily cleanliness, hygiene, and stocking of the office pantry, ensuring a welcoming environment for employees and guests by working with the internal or external housekeeping team. This role includes managing inventory, cleaning kitchen appliances, and supporting meeting room catering needs

• Processing departmental invoices (Including Procurement and Risk Management) through accounting software (SAGE).

Coordination

• Coordinate finance team meetings, track attendance, distribute materials, and manage the departmental calendar

Team Building

• Organizing Activities: Planning team-building events like team meals, workshops, or outings, which enhance bonding beyond daily tasks

• Onboarding and Support: Helping new members integrate into the team and understand the team's working style.

• Report & assist the Finance Director, including direct support to the Finance Leadership Team

Calendar & Schedule Management:

• Meticulously manage a complex and shifting diary, scheduling internal and external meetings

• Act as the primary gatekeeper for the Finance Director, filtering and prioritizing communications (emails, calls, inquiries) and drafting professional correspondence.

Travel & Expenses:

• Plan and coordinate all business travel logistics (flights, hotels, itineraries) and efficiently process all expense reports, ensuring compliance with company policy for the Finance Leadership Team

Meeting Support:

• Prepare meeting rooms, organize required technology and materials, and accurately record meeting minutes and action items when necessary.

Special Projects:

• Provide administrative support for ad-hoc financial/office projects, presentations, and events as required by the Finance Director.

• Assist with any other duties, tasks or jobs with similar levels of responsibility and complexity to the assigned job grade as may be reasonably requested by the line manager and/or the College.

Person Specifications

• Minimum a professional certificate or diploma in Business Administration, Finance, or Accounting is preferred

• A minimum of 3-5 years of experience in a similar administrative, executive support, or junior finance role.

• Experience within the education sector or supporting a senior leader in an operational role is preferred

• Technical Skills: High proficiency in Google Office and familiarity with SAGE accounting or ERP related software is highly desirable.

• Confidentiality: Proven ability to handle highly sensitive and confidential information with discretion and integrity is non-negotiable.

• Core Competencies: Exceptional attention to detail, strong time management skills, proactive problem-solving ability, and excellent verbal and written communication skills.

• Able to work cohesively in a team-based environment as well as independently, and demonstrate initiative as it requires interaction with various individuals or departments

Applications

Apply via our job portal by Thursday, 12 February 2026 11:59pm Singapore Time

The UWC Mission is to make education a force to unite people, nations and culture for peace and a sustainable future. We are committed to creating a community in which all members feel safe and secure, and know that their authentic selves and individual differences are accepted with respect and care. At UWCSEA, we acknowledge that diversity, equity, inclusion and justice (DEIJ) is an ongoing and evolving process and strive to create and sustain a sense of belonging for all members of our community, past, present and future. All qualified applicants, including those who identify as a part of marginalised group(s) and individuals with (dis)abilities are all encouraged to apply. Our school is committed to safeguarding and promoting the welfare of all the students in our care and expects all applicants to share this commitment. We follow safe recruitment practices and all appointments are subject to interview, satisfactory references, identity and criminal record checks.