Management Assistant Officer Alumni Relations

Office of Alumni Relations; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A university alumni relations office in Singapore seeks a dependable team member to support administrative, event, and operational functions. Ideal candidates have 3–4 years of relevant experience, strong interpersonal skills, and the ability to work independently. Responsibilities include coordinating alumni events, maintaining records, and managing enquiries. Candidates must be proficient in Microsoft Office and comfortable in a fast-paced environment. This role may require working outside regular hours for events.

Qualifications

• 3–4 years of experience in administration, customer service, or event support.
• Able to work independently with minimal supervision.
• Comfortable working in a fast-paced environment.

Responsibilities

• Provide administrative support for meetings and events.
• Assist in event-day operations including guest registration.
• Manage the alumni enquiry mailbox and respond to queries.
• Maintain alumni records in the database.
• Support basic finance processes like raising Purchase Orders.

Skills

Strong interpersonal and communication skills

Proactive and resourceful

Highly organised

Proficient in Microsoft Office applications

Team-oriented

Education

Diploma from a recognised Singapore polytechnic

Job description

NUS OAR

The NUS Office of Alumni Relations (OAR) fosters a lifelong relationship between the National University of Singapore (NUS) and its alumni. It provides a platform for alumni to stay connected with the University and each other through various programmes, events, and networking opportunities. OAR supports alumni in their personal and professional development, encouraging their involvement in university initiatives and community service. By promoting a vibrant and engaged alumni network in Singapore and globally, OAR aims to strengthen the NUS community, enhance its reputation, and contribute to the university's mission of excellence in education, research, and service to society.

Job Description

We are seeking a dependable and proactive team member to support the Alumni Relations department with administrative, event, and operational functions. This role is ideal for someone with 3–4 years of relevant experience who excels at both behind-the-scenes coordination and on-the-ground event support.

Key responsibilities include:

• Provide administrative and logistical support for Alumni Advisory Board meetings, departmental meetings, visits, and alumni events.
• Assist in event-day operations, including guest registration and coordinating on-site logistics.
• Liaise with internal departments and external vendors to ensure timely and accurate delivery of services.
• Manage the alumni enquiry mailbox and helpline, responding promptly and professionally to queries and service requests.
• Maintain and update alumni records in the alumni database, ensuring data accuracy and confidentiality.
• Support basic finance processes such as raising Purchase Orders (POs) and processing Goods Receipt (GR) transactions.
• Monitor and manage department office asset inventory and pantry supplies.
• Coordinate internal mail and courier arrangements for the department.
• Perform general administrative duties and provide ad hoc support as required.

Qualifications

• Diploma from a recognised Singapore polytechnic, with 3–4 years of experience in administration, customer service, or event support.
• Strong interpersonal and communication skills.
• Proactive, resourceful, and able to work independently with minimal supervision.
• Highly organised, with attention to detail and the ability to manage multiple tasks or timelines effectively.
• Comfortable working in a fast‑paced environment.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint).
• Team‑oriented and a willingness to assist wherever needed.
• Willingness to work outside regular office hours and on weekends for events, when required.

More Information

Location: Kent Ridge Campus

Organization: Office of Alumni Relations

Department: Office of Alumni Relations

Employee Referral Eligible: No

Job requisition ID: 31137