Personal Assistant and Office Manager, Office of Impact

2 weeks ago

Singapore HYPERSCAL SOLUTIONS PTE. LTD. Full time

**COMPANY DESCRIPTION**

Singapore Management University is a place where high-level professionalism blends together with a healthy informality. The 'family-like' atmosphere among the SMU community fosters a culture where employees work, plan, organise and play together building a strong collegiality and morale within the university.

Our commitment to attract and retain talent is ongoing. We offer attractive benefits and welfare, competitive compensation packages, and generous professional development opportunities all to meet the work-life needs of our staff. No wonder, then, that SMU continues to be given numerous awards and recognition for its human resource excellence.

**RESPONSIBILITIES**
- Personal Assistant to VP (Impact)- Manage the VP's calendar, including liaising with internal and external parties to schedule meetings and events, and arranging update meetings with direct report.
- Coordinate with the VP, related committees and taskforces to get regular updates on projects or matters under discussion.
- When required, record minutes of meetings conducted by the VP and schedule follow-up meetings where requested.
- Plan, execute and follow up on the VP's action items for various projects where required.
- Coordinate the VP's travel schedules, plan itinerary, and make necessary travel arrangements (pre-trip request and flight, accommodation and land transport arrangements).
- Craft messages for the VP for dissemination to the Office.
- Other administrative duties as may be assigned from time to time by the VP.
- Office Manager- Serve as the primary contact for the Office of Impact for enquiries and related activities.
- Support the Deputy/Senior Deputy Director (Impact) to facilitate project deliverables under the VP's purview.
- Organise and manage events hosted by the VP and Deputy/Senior Deputy Director, and provide support for events organised by the Office such as workshops, seminars, conferences, sharing sessions (both in-person and online).
- Start-up and general maintenance of the Office: oversee renovations, set-up, resource planning, including staff recruitment and training, etc.
- Administer all purchasing and logístical needs of the Office, including but not limited to: - Maintaining the full assets list and performing annual review with Office of Finance;
- Raising Purchase Requests, Purchase Orders for purchase of office equipment, supplies and travels;
- Sourcing of vendors, as required;
- Processing invoices for purchases.
- Prepare, monitor and control budget for the Office.
- Manage overseas travel arrangements for the Office's staff and collate and reconcile travel reports for the Office.
- Maintenance of intranet site for the Office and distribution lists created under the Office.
- Any other duties as assigned.

**QUALIFICATIONS**
- A university degree or equivalent but in the absence of a degree, a diploma, GCE ‘A' level and/or a professional executive secretary qualification.
- At least 10 years of relevant work experience in a similar capacity.
- Experience in working with university-level management officers preferred.
- Strong interpersonal, communication (written and verbal) and organisational skills.
- Ability to multi-task and cope in a fast-paced environment with multiple deadlines or competing priorities; adapt and prioritise changes as necessary.
- Ability to communicate with colleagues across the university and key external contacts in a professional manner.

**OTHER INFORMATION**
LI-XL1

  • Personal Assistant and Admin Officer

    2 weeks ago

    Singapore SNL CONSTRUCTION AND TRANSPORT SERVICES PTE. LTD. Full time

    **JOB SCOPE** **Personal assistant function**: - Assist director in personal tasks and schedules (eg. dining reservations, travel bookings, pick up laundry, order household items, ensure all bills are cleared etc...). - Arrange for services as needed (air-con servicing, plumbing issues etc...). - Handle banking, credit card, tax, insurance and renewal...

  • Senior Executive/assistant Manager, Finance

    1 week ago

    Singapore Office of the Provost Full time

    **Posting Start Date**:30/04/2025 Reporting to the Associate Director, the incumbent will assist with the overall day-to-day operations of the Office of the Provost efficiently and effectively in compliance with the University policies and guidelines. - Assist with management of Provost’s Chair funding, Research Support for Office Bearers, collation of...

  • Office Services

    1 week ago

    Singapore OFFICE SECRETARIES PTE. LTD. Full time

    To work closely with the Admin Manager in the day-to-day operations to ensure the smooth running of the Singapore office. Interacts with Partners, Attorneys, Staff Members and External Vendors. Facilities management: Oversee facilities management for the office, ensuring the smooth day-to-day operations, including the management of vendors, building &...

  • Office Services

    1 week ago

    Singapore OFFICE SECRETARIES PTE. LTD. Full time

    To work closely with the Admin Manager in the day-to-day operations to ensure the smooth running of the Singapore office. Interacts with Partners, Attorneys, Staff Members and External Vendors.Facilities management: Oversee facilities management for the office, ensuring the smooth day-to-day operations, including the management of vendors, building & office...

  • Office Services

    3 days ago

    Singapore OFFICE SECRETARIES PTE. LTD. Full time

    To work closely with the Admin Manager in the day-to-day operations to ensure the smooth running of the Singapore office. Interacts with Partners, Attorneys, Staff Members and External Vendors. Facilities management: Oversee facilities management for the office, ensuring the smooth day-to-day operations, including the management of vendors, building &...

  • Personal Assistant

    2 weeks ago

    Singapore SYLVAN CAPITAL MANAGEMENT PTE. LTD. Full time

    **Company Overview**: Sylvan Capital Management Pte. Ltd. is a Licensed Fund Manager regulated by the Monetary Authority of Singapore and headquartered in Singapore. The firm manages a private equity fund focused on growth capital and buyout investments in mid-market companies across the Asia Pacific region. As our firm continues to grow, we are looking for...

  • Office Services

    2 weeks ago

    Singapore OFFICE SECRETARIES PTE. LTD. Full time

    Roles & ResponsibilitiesTo work closely with the Admin Manager in the day-to-day operations to ensure the smooth running of the Singapore office. Interacts with Partners, Attorneys, Staff Members and External Vendors.Facilities management: Oversee facilities management for the office, ensuring the smooth day-to-day operations, including the management of...

  • Office Admin

    1 week ago

    Singapore SINOMAG SINGAPORE DEVELOPMENT PTE. LTD. Full time

    **Overview** We are a newly incorporated company seeking a proactive and versatile individual to support the day-to-day operations of the office while providing executive assistance to senior management. This dual role requires excellent organisational skills, attention to detail, and the ability to manage multiple responsibilities in a dynamic start-up...

  • Assistant Manager, Graduate Programmes Office

    2 weeks ago

    Singapore NTU (Nanyang Technology University- Main Office-HR) Full time

    **Assistant Manager, Graduate Programmes Office (GPO)** - Work with the GPO manager on NTU projects aimed at improving the quality of education we provide / the systems we use / the curriculum design and delivery and the overall student experience; - Manage all matters relating to the PhD programme; - Manage MSc and PhD assessment/examinations; - Handle...

  • Personal Assistant cum Office Manager

    1 week ago

    Singapore beBeeAdministrative Full time $50,000 - $80,000

    Job Title: Administrative SupportWe are seeking an organized and detail-oriented individual to fill the role of a Personal Assistant cum Office Manager. This position is pivotal in ensuring the efficient functioning of our Key Executive Officer (KEO).The successful candidate will be responsible for overseeing various administrative tasks, managing office...