Job Description

Administrative Support and Corporate Services:
•    Manage room booking system and provide secretarial support for all meetings.
•    Manage day-to-day operations, daily upkeeping of office cleanliness, office supplies and office assets.

Events Planning and Management:
•    Plan and coordinate a wide range of regular and ad-hoc events, including conferences, seminars, workshops, and symposiums.
•    Create event budgets, including cost estimates, revenue projections, and financial tracking.
•    Manage all logistical aspects of event planning and execution, including venue selection, event setup, vendor coordination, event materials and maintenance of contact list.
•    Manage onsite event operations, including venue setup, attendee registration, and post-event evaluations.
•    Collaborate with internal stakeholders to ensure events align with research objectives and the needs of target audience.

Procurement and Finance Support:
•    Responsible for the role of Procurement Assistant and Verifier that includes, the handling of procurement and maintaining inventory of office items (IT supplies, furniture, assets etc).
•    Finance processor for Accounts Receivables and Payables, Fixed Asset Creation / Retirement / Changes in Requests, Journals Reclassification & Inter-dept journals, etc.

Coordination of Academic / Research Visits:
•    Handle academic professors / scholars visits that includes, drafting invitation letters, visa processing, arrangement of accommodation and allocation of office space.
•    Work closely with HR and Finance business partners to process reimbursements, tax declaration and departure clearance.

Budget Planning, Monitoring and Reporting (support):
•    Collaborate with various departments to align budgets with organizational objectives.
•    Work closely with Management to provide guidance on budget development, monitoring, and control processes.

Personal Assistant to Director:
•    Manage Director’s calendar and appointments.
•    Manage Director’s travel requests and reimbursement via Concur

Undertake any other ad-hoc initiatives and assignments by Director / Co-Director where deemed necessary.

Qualifications

• Diploma or equivalent with at least 5 years of relevant work experience.
• Good interpersonal and communications skills.
• Meticulous and attention to details.
• Able to work effectively as a team member, as well as independently.
• Responsible and able to meet tight deadlines.
• Good knowledge in MS Office applications.

More Information

Location: Kent Ridge Campus

Organization: Institute of Real Estate & Urban Studies

Department : Administration

Employee Referral Eligible:

Job requisition ID : 30564