Assistant Manager/senior Assistant Manager

**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**
- Finance & Contract Administration- Prepare and manage contracts, service agreements, and supporting documents for vendors, consultants, and project partners.
- Liaise with Finance and Procurement teams to ensure timely processing of payments, purchase orders, claims, and reconciliations.
- Track budget utilisation across various programmes and ensure proper financial documentation and audit readiness.
- Office Administration & Process Improvement- Oversee daily office operations, including cleanliness, inventory management, office supplies, and equipment servicing.
- Identify and implement improvements in administrative workflows to enhance efficiency and service delivery across the Institute.
- Maintain proper documentation, digital records, and data backups to support smooth audits and continuity of operations.
- Programme & Event Support- Provide end-to-end administrative and logístical support for AEI's programmes, including overseas immersions and local events.
- Handle detailed coordination such as RSVPs, hotel and transport bookings, vendor engagement, onsite logistics, and participant communications.
- Support other AEI programmes (e.g., SME Consulting Programme, ELT, study trips), including event setup, student recruitment logistics, and document consolidation for programme closure.
- Stakeholder Communication & Office Mailbox Management- Monitor and respond to the AEI office mailbox enquiries, escalating to relevant team members when needed.
- Maintain and update the Institute's database of SME clients, partners, and programme participants for effective outreach and engagement.
- Liaise professionally with UOB, university departments, vendors, and external stakeholders to ensure alignment on deliverables.
- Administrative Support for Governance & Outreach- Assist in organising Board of Governors meetings, including RSVP tracking, documentation, and venue logistics.
- Support outreach initiatives such as SME Development Series, newsletters, and AEI-related communications.
- Assist with internal and external audit requirements, ensuring readiness and accurate documentation.
- Support the Head and other team members on ad-hoc projects and cross-functional administrative needs.
- Other duties as assigned.

**QUALIFICATIONS**
- A degree or diploma in Business Administration, Finance, or a related field.
- 35 years of relevant work experience in administration, finance, or event/programme coordination.
- Strong planning, multitasking, and stakeholder management skills.
- Experience in contract preparation, budget tracking, and procurement processes preferred.
- Proficiency in Microsoft Office; experience with university systems (e.g SAP, Lexagle etc) is a plus.
- High level of initiative and adaptability in a fast-paced, collaborative environment.
- Willingness to support programmes that may occasionally require early start times, travel coordination, evening, or weekend events.

**OTHER INFORMATION**
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