Operations & Administrative Executive

UWCSEA has a vacancy for a Operations & Administrative Executive with the start date from May 2025 or earlier.

The Operations & Administrative Executive will be responsible for fulfilling a range of administrative duties to support the smooth and effective operation of the cross-campus Infrastructure team (Facilities & Operations and IT) and their duties. This includes supporting the Head of Facilities & Operations calendar in scheduling meetings and appointments, ensuring the efficiency and effectiveness of their time across both campuses.

Main Responsibilities

• Provide full spectrum administrative support to Head of Facilities and Operations including, but not limited to, planning and organising meetings, preparing necessary documentation, communication and follow-ups on tasks as well as projects.
• Act as the key interface and liaison person as the Infrastructure lead for specific projects and associated activities, and represent the Head of Facilities and Operations for both internal and external stakeholders.
• Coordinate operational requirements, provide oversight and set priorities of the day-to-day administrative and operational needs of the Infrastructure department i.e. procurement, finance, budgeting, internal processes, contact management, systems, and events.
• Use communication channels to inform the team regarding important issues and information to support them, manage and monitor high priority tasks and projects with team members as well as other stakeholders, and promote awareness and community engagement.
• Plan, schedule and facilitate meetings, conferences, interviews, orientations, and training sessions for the Head of Facilities and Operations and for other staff. This includes championing and initiating various wellbeing and wellness programs for the department not limited to the Monthly Town Hall, Annual Team Building & various Bonding Sessions.
• Review and improve the Infrastructure administrative systems, procedures and policies to ensure a high level of community service and related experience. This means that customer touch points and services are operating as per the desired standards and reporting any gaps of whatsoever nature in a timely manner.
• Maintain proper filing systems and record keeping procedures for the Infrastructure Department.

Person Specifications

• Degree in Business Administration/Management (or any other Degree relevance).
• At least 3 years of administrative/project management experience of supporting an executive leader.
• Must be organised, meticulous with an eye for detail.
• A strong team player who is able to work cohesively in a team-based environment as well as independently.
• Proactive approach towards problem solving with a considerate approach to conflict management and a self-starter with a high degree of flexibility.
• Quick on the uptake has the ability to learn new skills and procedures quickly and with ease. Ability to prioritise and plan in an effective and timely manner.
• Able to work in a non-hierarchical organisation and align themselves with the department’s Core Operating Principles.
• Possesses good interpersonal skills, high customer service orientation and positive attitude with a service mindset.
• Experienced in coordinating multiple tasks/projects and being able to effectively manage resources.
• Build positive relationships with internal and external stakeholders and capitalise on opportunities to serve them effectively.
• Excellent command of English, both spoken and written.
• Proficient in Microsoft Word, Excel and Powerpoint, working knowledge of Windows/Mac platform/Google Workspace and collaborative software such as Google Calendar and Event Planning.

Applications

Apply via our job portal by Wednesday, 16 April 2025 23:59 hrs 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.