Job Description

Meeting and Administrative Coordination:
•    Manage and maintain the dynamic schedules of the Deputy Deans, ensuring efficient time management and prioritization of commitments.
•    Organize and facilitate meetings, workshops, and seminars, including preparation of agendas, distribution of materials, minute-taking, and follow-up on action items to ensure progress and accountability.
•    Assist in the logistical planning and execution of departmental events and functions hosted by the Deputy Deans.
Travel Planning and Expense Management:
•    Coordinate detailed travel itineraries for the Deputy Deans, including booking flights, accommodations, and ground transportation, while accommodating last-minute changes.
•    Oversee travel expense claims and reimbursement processes using the Concur system, ensuring compliance with university policies and prompt resolution of discrepancies.
Document Management:
•    Develop and maintain comprehensive filing systems and databases, including the organization and e-filing of documents in SharePoint to ensure easy access and retrieval.
•    Ensure that all electronic documentation is accurately labelled and categorized, adhering to university guidelines and best practices for digital record-keeping within SharePoint.
Operational and Event Support:
•    Provide backup support to other personal assistants within the department during absences or high workload periods, ensuring uninterrupted administrative services.
•    Contribute to the planning, coordination, and execution of departmental events and functions, ensuring all logistical aspects are managed effectively.
•    Handle sensitive and confidential information with the utmost discretion, maintaining the highest standards of confidentiality and integrity.

Qualifications

•    Diploma in office administration, business management, or a related field.
•    Minimum 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 details 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