Manager and Personal Assistant, Academic Services & Operations

Singapore Management University; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading academic institution in Singapore is seeking a Personal Assistant to support the Senior Director of Academic Services and Operations. The ideal candidate will have over 8 years of experience in an administrative role, strong organizational and communication skills, and familiarity with Microsoft Office and SAP. This position involves managing budgets, coordinating office operations, and providing comprehensive administrative support.

Qualifications

• Approximately 8 years of experience in an administrative capacity.
• Familiarity with Microsoft Office and SAP required.
• Detail-oriented with a high level of accuracy.

Responsibilities

• Provide administrative support to the Senior Director.
• Oversee daily operations and ensure efficient workplace.
• Manage ASO group budget and procurement matters.

Skills

Administrative support

Budget management

Strong organizational skills

Interpersonal communication

Microsoft Office

Problem-solving

Education

Diploma or degree

Tools

SAP

Webpage maintenance

Job description

This position is for Academic Services & Operations (AS&O), Office of Provost (PVO).

Personal Assistant Duties

• Provide administrative support to the Senior Director of SMU's Academic Services and Operations Group (ASO), such as correspondence handling, scheduling and preparing for meetings, taking notes, and performing follow-ups as well as making travel arrangements.
• Support the Senior Director to drive key initiatives by tracking project milestones, managing action items, and ensuring timely follow-up on deliverables.
• Coordinate and consolidate information relating to ASO group and other stakeholders for reporting and record-keeping purposes.
• Prepare and edit correspondence, reports, presentations and other documents as required.
• Handle confidential and sensitive information with discretion and professionalism.
• Oversee the daily operations of ASO HQ and the wider ASO Group to ensure a professional, organized and efficient workplace.
• Implement office policies, procedures and standards to ensure compliance and efficiency.
• Manage ASO and ASO group budget such as budget planning and reporting, processing of claims and expenses, and procurement matters.
• Develop and maintain records, databases, and webpages.
• Support HR functions such as recruitment, onboarding and employee records management.
• Organize office events, meetings, and activities.
• Provide functional support for activities and projects relating to the ASO Group and other duties as assigned.

Qualifications

• A diploma, degree or other appropriate qualification.
• Approximately 8 years of experience as an office manager, personal or executive assistant or in an administrative capacity.
• Familiarity with Microsoft Office, SAP and webpage maintenance.
• Demonstrated proficiency in administrative support, budget management, and procurement.
• Strong organizational skills with the ability to multitask, prioritize and solve problems effectively.
• Detail-oriented with a high level of accuracy and efficiency.
• Strong interpersonal, verbal and written communication skills.
• Able to continuously learn and adapt to changes, working as part of a team or independently.

Other Information

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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.