Senior Administrative Assistant - Music Department

United World College of South East Asia; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading international school in Singapore is seeking a Senior Administrative Assistant for its Music Department starting March 2026. The successful candidate will manage operations related to event logistics, finance, and communication. Key responsibilities include supporting daily administrative tasks, coordinating music activities, and assisting in concert planning. Candidates should have O-Levels or equivalent and prior experience in administrative roles, with a passion for music and strong problem-solving abilities. The role offers opportunities in a dynamic, diverse environment.

Benefits

Positive work environment

Commitment to diversity and inclusion

Opportunities for professional growth

Qualifications

• 3-5 years of experience in secretarial or administrative roles.
• Experience in K1-Y12 international education environment is an advantage.
• Personal appreciation for Music, with performance experience desirable.

Responsibilities

• Support daily operations of the Music Department.
• Act as primary contact for Music Activities and Instrumental Teaching.
• Coordinate booking schedules for practice rooms and classrooms.
• Assist in producing teaching materials and resources.
• Maintain the Music Office environment and department databases.
• Facilitate financial tasks and support concert logistics.

Skills

Strong problem-solving skills

Strong communication and interpersonal skills

Knowledge of basic accounting and financial administration

Proficiency in Google Workspace

Flexibility and proactiveness

Education

O-Levels, Higher Nitec or related Diploma

Specialized secretarial or project management qualifications

Job description

UWCSEA Dover has a vacancy for a Senior Administrative Assistant within its Music Department, from March 2026 (or earlier if possible).

Reporting to the Head of Music (K-12), the Senior Administrative Assistant supports the management of essential operations, from event logistics and finance to frontline communication. The successful candidate will ensure that concerts, rehearsals, and daily lessons perform in perfect harmony through seamless administrative and operational support.

Main Responsibilities

• Support the daily operations of the Music Department by performing a wide range of administrative, secretarial, and frontline communication duties.
• Act as the primary point of contact for the Music Activities and Instrumental Teaching programmes, assisting parents, students, and teachers with inquiries and correspondence.
• Coordinate the daily booking schedule for music practice rooms and classrooms for rehearsals and exams, including liaison with Facilities for venue set‑ups and air‑con requirements.
• Assist in the production of teaching materials and resources, including typing notes, producing flashcards, laminating, and book labeling.
• Maintain the Music Office environment, overseeing office supplies, library organization, department noticeboards, and the daily maintenance of equipment.
• Maintain department databases and CIMS records, including ensemble registration lists, student/parent contact details, payments, and refunds.
• Facilitate financial and procurement tasks, including processing invoices and liaising with the Finance and Procurement departments.
• Support the planning and delivery of on- and off-campus concerts, managing logistics such as online ticket sales, flyers, eBriefs, transportation, and artist pass lists.
• Liaise with the Recording Studio engineer to assist with equipment bookings and specialized purchases.
• Provide on-site administrative support during music concerts and related special events.
• 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 of O-Levels, Higher Nitec, or a Diploma in a related discipline; specialized secretarial or project management qualifications are highly advantageous.
• 3–5 years of experience in secretarial or general administrative roles; previous work experience in a K1–Y12 international education environment is a distinct advantage.
• Personal appreciation for Music, with experience in instrumental or vocal performance being highly desirable.
• Highly proactive and competent administrator with a flexible approach, strong problem‑solving skills, and the ability to exercise initiative.
• Adept in the use of CIMS and College systems, or similar college systems, with a high level of comfort using Google Workspace (Docs, Sheets, etc.) and a capacity to quickly learn new software platforms.
• Strong communication and interpersonal skills, with the ability to manage inquiries with professional tact and good humour.
• Knowledge of basic accounting and financial administration, with the ability to manage costs, profits, budgets, and parent payments.

Application

Apply via our job portal by Friday, 30January 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 marginalized 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.