Senior Associate/Assistant Manager, Corporate Administration

2 days ago

Singapore Agency for Science, Technology and Research (A*STAR) Full time

Job Summary:
We are seeking a highly organized, energetic, and proactive Senior Associate/Assistant Manager to join our SIFBI Corporate Administration team. The ideal candidate will provide comprehensive administrative support for the institute, as well as assisting the Corporate Admin group to ensure the smooth operations of the institute.
Key Responsibilities:
Administrative Support for Senior Management:
Assist with preparation of documents and reports.
Assist with proper documentation, tracking and record keeping.
Organize and plan departmental events.
Manage and coordinate calendars for senior management.
Schedule meetings, appointments, and conference calls.
Resolve scheduling conflicts and ensure timely reminders.
Book flights, accommodations, transportation, visa applications and other travel-related services for work trips for senior management.
Support for personal requests where required.
Office and Pantry Management:
Conduct daily walkabouts to check on office tidiness and cleanliness.
Ensure the office and pantry are well-stocked and organized.
Order and maintain inventory of office supplies and pantry items.
Coordinate with vendors and service providers for office maintenance and pantry supplies.
Ensuring tidiness of storerooms and maintenance of storeroom inventories.
Perform monthly fridge cleaning.
Perform weekly laundry collection and top-ups.
Assist with mail collection and courier services.
Onboarding/Offboarding:
Conduct basic orientation briefings for new joiners and creation of onboarding video.
Prepare on/offboarding notifications to the relevant parties.
Conduct the issuance and return of items relating to on/off boarding as well as the update of all relevant trackers.
Ensure smooth flow of onboarding/offboarding processes and positive experience for staff.
Goods Receipt Officer:
Verify received goods against purchase orders and perform goods receipt in a timely manner.
Ensure proper documentation of goods receipt performed.
Coordinate with the requestor and procurement team to resolve any discrepancies.
General Administrative Support:
Provide day-to-day administrative support for the institute.
Handle correspondence, prepare documents, and manage office communications.
Perform filing, data entry, and maintenance of office records and trackers.
Assist in coordination of meeting and venue bookings by internal and external parties.
Maintenance and updating of the SIFBI Intranet.
Assist in event logistics, setup of event venues, manage attendee lists, and any other required tasks to ensure a smooth flow of activities.
Any other administrative duties assigned.
Job Requirements:
Qualification & Field of Study: Diploma in any discipline
Min Years of Experience: 2
Experience as a personal assistant and/or administrative role.
Tech savvy and comfortable with learning new applications independently.
Able to troubleshoot to solve problems independently or with minimal supervision.
Flexible and adaptable in dealing with unexpected challenges.
Excellent organizational and multitasking skills.
Strong written and verbal communication abilities.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Ability to handle sensitive information with confidentiality.
Meticulous and attention to detail.
Ability to work independently and as part of a team.
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