Job Description

A. Administrative and PA Support

• Provide day-to-day administrative and coordination support to the Head of Administration (HOA) /Dean.
• Assist with scheduling meetings, appointments and other administrative arrangements.
• Prepare meeting materials, documents, presentations, minutes and other administrative correspondence where required.
• Maintain and organise electronic and physical records, files and documentation.
• Assist with tracking follow-ups, action items and deadlines.
• Support preparation of reports, trackers and administrative summaries.

B. Faculty Administration & Operations

• Assist with coordination of administrative and operational matters within the Faculty.
• Liaise with internal stakeholders and service departments on routine administrative matters.
• Assist in coordinating meetings, events, visits and other Faculty activities.
• Follow up with relevant parties on outstanding administrative matters and provide status updates to the HOA.
• Assist with general office and operational coordination as required.

C. Project Support

• Provide administrative support for assigned Faculty projects and initiatives.
• Assist with project coordination, including preparing schedules, trackers, documentation and meeting materials.
• Collate information and data from relevant stakeholders.
• Monitor timelines and follow up on outstanding actions.
• Support the HOA and project leads with ad-hoc administrative tasks to facilitate project completion.

D. Other Duties

• Perform other administrative duties and ad-hoc assignments as assigned by the HOA/Dean.
• Support the Faculty's administrative operations where required during the temporary appointment.
• Handling sensitive information with utmost confidentiality and discretion
• Maintaining a high level of professionalism and integrity in all interactions and communications.

Qualifications

• Diploma or equivalent qualification in Business Administration, Management, Office Administration or a related discipline.
• Prior administrative, secretarial, personal assistant or coordination experience would be advantageous.
• Good organisational and time-management skills, with the ability to manage multiple tasks and deadlines.
• Good written and verbal communication skills.
• Proficient in Microsoft Office applications, particularly Word, Excel and PowerPoint.
• Able to work independently, follow up proactively and handle confidential information with discretion.
• Meticulous, organised and attentive to detail.
• Adaptable and willing to support different administrative and operational requirements.

• Immediate availability or short notice period would be advantageous given the temporary nature of the appointment.