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Assistant Manager

2 months ago

Singapore NANYANG TECHNOLOGICAL UNIVERSITY Full time
About the Role

We are seeking a highly organized and detail-oriented Assistant Manager to join our Academic Computing and Information Services division at the National Institute of Education (NIE), Singapore. As a key member of our team, you will provide administrative and secretariat support to the division, assist in implementing ICT initiatives, and promote initiatives through various programs and media.

Key ResponsibilitiesAdministrative Support
  • Assist in collecting, analyzing, and evaluating data to support the division's strategic planning and decision-making processes.
  • Collaborate with the Divisional Director to review, develop, and establish internal procedures, guidelines, and policies.
  • Oversee the Division's role-based email accounts, responding to queries promptly and ensuring communications are managed efficiently.
  • Support the planning, coordination, and execution of events and welfare programs for the division.
  • Perform administrative and logistical tasks as assigned by the People Manager to ensure smooth day-to-day operations of the office.
Budget & Financial Process Support
  • Manage the office's budget, including procurement, inventory, and purchasing of office supplies.
  • Regularly track and report on expenditures, ensuring they adhere to financial guidelines.
  • Coordinate, verify, and process billing instructions for ICT services provided by the division.
Personal Assistance to Divisional Director
  • Manage the Divisional Director's calendar, schedule meetings, and make travel arrangements.
  • Handle the Divisional Director's claims and training requests.
  • Work closely with other PAs and administrative staff to provide seamless support across the NIE senior leadership team.
Secretariat Support
  • Provide secretariat support for committees chaired by the Divisional Director.
  • Ensure meetings are conducted smoothly by handling logistics, preparing agendas, and documenting key decisions.
Data Protection Officer (DPO) Support
  • Assist the NIE Data Protection Officer (DPO) in implementing and monitoring compliance with PDPA regulations.
  • Prepare status reports, papers, and presentations on PDPA-related matters.
  • Manage the DPO mailbox, ensuring timely responses to data protection inquiries.
  • Support departments in managing data breach incidents.
Requirements
  • A university degree in Business, Social Sciences, or equivalent.
  • A minimum of three years of relevant work experience in administration.
  • Excellent written and verbal communication skills.
  • Strong planning, organisational and problem-solving skills.
  • Proficient in Microsoft Office Applications and Adobe.
  • Proficient in graphic design tools such as Adobe Photoshop or Adobe Illustrator is an advantage.
  • Meticulous and ability to multi-task.
  • Ability to work independently and in a team.
  • Good people management skills.