Virtual Assistant jobs in Singapore

COMPANY DESCRIPTION

Singapore Management University is a place where high-level professionalism blends together with a healthy informality. The 'family-like' atmosphere among the SMU community fosters a culture where employees work, plan, organise and play together building a strong collegiality and morale within the university.

Our commitment to attract and retain talent is ongoing. We offer attractive benefits and welfare, competitive compensation packages, and generous professional development opportunities all to meet the work-life needs of our staff. No wonder, then, that SMU continues to be given numerous awards and recognition for its human resource excellence.

RESPONSIBILITIES

• This position is for SMU Executive Development (SMU ExD).
• Office Administration (50%)
• • Oversee daily administrative and operations of the Executive Development office, including supplies, equipment, and facilities.
  • Co support in SAP purchase orders (PO) and its related procurement contracts on a day-to-day, process reimbursements, and ensure timely vendor payments.
  • Work closely with AP team to pay vendors promptly and streamline the payable and payment process.
  • Monitor and track departmental budgets, invoices, and expenses in coordination with the finance office to observe observing procurement processes in line with the organisation's guidelines and processes.
  • Ensure that all purchasing activities adhere to the company's policies and quality standards.
  • Support in compiling and verifying credit card claims, staff claims and travel claims promptly on monthly basis.
  • Update and Maintain organized sharepoint, records, files, and databases related to programs/events, participants, and vendors.
  • Held key approval responsibility for folder access management across cross-functional business units.
  • Support in Overseas Centre's PCE Procurement and other admin work, as assigned.
  • System Implementation and Upgrades: Participate in the planning and execution of new system implementations and upgrades, ensuring minimal disruption to daily operations.
  • Maintenance of assets of the Department and ensure accuracy and completeness of asset tagging.
  • Organize townhall, team bonding activities to strengthen relationships and enhance team cohesion.
  • Oversee in onboarding and offboarding formality, learning and development process and other HR matters.
  • Conduct new joiner orientation to ensure essential user and equipment access arrangements were completed in advance.
  • Recommended relevant in-house training courses to support team members' skill development and continuous learning.
  • Serve as a key point of contact for internal departments and external stakeholders.
  • Other Office Management: Administrative and Operational duties as assigned.
• Operations Support (50%)
• • Establish and enforce operational controls to ensure compliance with SMU policies and regulatory requirements.
  • Take a supporting role in the team on the overall project or programme management, virtual or non PM in class support.
  • Support in licenses management for any subscriptions, certification management and learning management system.
  • Organise, planning and execution of assigned graduation or networking events.
  • Inventory Management and procurement of general office and programme management (stationery, pantry, office equipment, and facilities).
  • Oversee all sourcing activities to ensure programme supplies needed for EOQ and JIT delivery.
  • Coordinate with Office of Corporate Communications and Marketing (OCCM) to refresh SMU ExD branded merchandise, for our department and programme use.
  • Support in accurate and efficient data management which is crucial for maintaining organized records.
  • Deputise for another Programme Management colleague during her absence as required.
  • Contribute to the general morale and professionalism of the SMU-ExD team.
  • Other duties as assigned.

QUALIFICATIONS

• Diploma or Degree with 5 years of experience in office management or executive-level administrative support, preferably in higher education or executive training.
• Education and/or experience in finance and business administration preferred.
• Familiarity with SAP, ARIBA, CONCUR a bonus.
• Proficiency in Microsoft Office Suite, experience with office administration, budgeting, scheduling, procurement and data entry.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Good understanding of finance and procurement processes.
• Resourceful and meticulous in handling multiple issues concurrently while managing tight deadlines effectively.
• Detail-oriented with a high level of accuracy and efficiency.
• Soft skills like communication, leadership, problem-solving, and organizational skills are also crucial.
• Ability to work independently and with a fast-paced and growing team.

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.

Please note that your application will be sent to and reviewed by the direct employer - Singapore Management University