Job Description

Operations Planning & Process Ownership:
•    Oversee day-to-day personal assistant-related operational workflows within the department, ensuring service delivery standards, resource availability, and process adherence.
•    Take ownership of key operational processes (e.g., procurement cycles, budget tracking, data reporting), ensuring efficiency, accuracy, and alignment with institutional policy.
•    Analyse existing administrative and operational practices to identify gaps, propose enhancements, and implement approved changes to improve turnaround and service reliability.
Project Coordination & Initiative Execution:
•    Support the planning, coordination, and execution of departmental and faculty-wide initiatives, such as system rollouts, policy implementations, or process improvements.
•    Act as the main coordination point between stakeholders, tracking timelines, monitoring deliverables, escalating risks, and ensuring alignment with project objectives.
•    Prepare reports and updates to track initiative progress and support data-driven decision-making by department leads.
Executive Administration for the Deputy Deans:
•    Take full charge of the Deputy Deans' administrative functions, including managing complex calendars, scheduling high-level meetings, coordinating communications, and handling confidential correspondence.
•    Oversee the preparation and distribution of materials for the Deputy Deans' engagements, ensuring timely follow-up on action items and seamless coordination with internal and external stakeholders.
•    Manage the Deputy Deans travel arrangements and expense processes, ensuring compliance with policies and efficient handling of logistics.
Vendor & Resource Management:
•    Manage relationships with vendors and service providers to ensure timely delivery of goods and services in accordance with contracts and performance expectations.
•    Oversee procurement and asset/resource planning for key operational needs, anticipating future requirements and minimising disruptions.
•    Evaluate supplier performance and recommend improvements or alternatives as part of operational review.
Departmental Coordination & Cross-Team Support:
•    Coordinate with other administrative and operations teams across the faculty to ensure consistent application of policies, smooth execution of shared initiatives, and alignment of timelines.
•    Support business continuity planning and the development of SOPs or process guides to strengthen operational resilience and reduce key-person dependency.

Qualifications

•    Degree in any discipline such as business management, or a related field.
•    Minimum of 5 years of experience as a personal assistant or in a comparable administrative role, ideally within an academic or educational setting.
•    Proficiency in travel planning and expense management, particularly with the Concur system.
•    Exceptional organizational skills and the ability to multitask and prioritize effectively.
•    Outstanding written and verbal communication skills with a keen eye for detail and accuracy.
•    Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
•    Demonstrated ability to work independently and collaboratively in a fast-paced, dynamic environment.
•    Strong problem-solving skills and a proactive approach to identifying and addressing challenges.
•    Excellent interpersonal skills, with the ability to build strong working relationships across diverse teams.
•    Adaptability and flexibility to accommodate changing priorities and unforeseen challenges.

More Information

Location: Kent Ridge Campus

Organization: College of Design and Engineering

Department : Dean's Office (College of Design & Eng)

Employee Referral Eligible:

Job requisition ID : 27899