Management Assistant Officer

1 week ago

Singapore College of Design and Engineering Full time

**Posting Start Date**:19/02/2025
Meeting and Administrative Coordination:

- Manage and maintain the dynamic schedules of the Deputy Deans, ensuring efficient time management and prioritization of commitments.
- Organize and facilitate meetings, workshops, and seminars, including preparation of agendas, distribution of materials, minute-taking, and follow-up on action items to ensure progress and accountability.
- Assist in the logístical planning and execution of departmental events and functions hosted by the Deputy Deans.

Travel Planning and Expense Management:

- Coordinate detailed travel itineraries for the Deputy Deans, including booking flights, accommodations, and ground transportation, while accommodating last-minute changes.
- Oversee travel expense claims and reimbursement processes using the Concur system, ensuring compliance with university policies and prompt resolution of discrepancies.

Document Management:

- Develop and maintain comprehensive filing systems and databases, including the organization and e-filing of documents in SharePoint to ensure easy access and retrieval.
- Ensure that all electronic documentation is accurately labelled and categorized, adhering to university guidelines and best practices for digital record-keeping within SharePoint.

Operational and Event Support:

- Provide backup support to other personal assistants within the department during absences or high workload periods, ensuring uninterrupted administrative services.
- Contribute to the planning, coordination, and execution of departmental events and functions, ensuring all logístical aspects are managed effectively.
- Handle sensitive and confidential information with the utmost discretion, maintaining the highest standards of confidentiality and integrity.

**Qualifications**
- Diploma in office administration, business management, or a related field.
- Minimum 5 years of experience as a personal assistant or in a comparable administrative role, ideally within an academic or educational setting.
- Proficiency in travel planning and expense management, particularly with the Concur system.
- Exceptional organizational skills and the ability to multitask and prioritize effectively.
- Outstanding written and verbal communication skills with a keen eye for details and accuracy.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Demonstrated ability to work independently and collaboratively in a fast-paced, dynamic environment.
- Strong problem-solving skills and a proactive approach to identifying and addressing challenges.
- Excellent interpersonal skills, with the ability to build strong working relationships across diverse teams.
- Adaptability and flexibility to accommodate changing priorities and unforeseen challenges.

**More Information**

Location: Kent Ridge Campus

Organization: College of Design and Engineering

Department : Dean's Office (College of Design & Eng)

Employee Referral Eligible:
Job requisition ID : 27899

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