Academy Administrative Assistant

2 weeks ago

Singapore TONI INTERNATIONAL COLLEGE OF AESTHETICS & PHYSIOLOGY PTE. LTD. Full time

**Job Title: Academy Administrative Assistant
**Key Responsibilities**:

- **Administrative Support**:

- Assist the Academy Manger and other staff with daily administrative tasks.
- Manage and maintain office supplies and inventory.
- **Student Services**:

- Manage student admissions, registrations, and enrolment processes via TMS system.
- Address student inquiries and concerns, providing guidance and support.
- Coordinate student orientation and other related activities.
- **Academic Support**:

- Ensuring classrooms and resources are in place before course start
- Manage academic records, including transcripts, grades, and course brochures.
- Coordinate the distribution of textbooks, course materials, and academic resources.
- **Event Coordination**:

- Oversee facility maintenance and repairs, including classrooms, labs, and common areas.
- Assist in the planning and execution of academy events, workshops, and meetings.
- Coordinate logistics for events, including booking venues, arranging catering, and preparing materials.
- **Communication and Outreach**:

- Act as a liaison between students, trainers/ assessors, and administration.
- Communicate important information to students and trainer through various channels.
- Assist in organizing and promoting academic events and programs.
- **Data Management**:

- Maintain and update databases, spreadsheets, and other records.
- **Academic Committees**:

- Support academic committees by scheduling meetings, recording minutes, and following up on action items.
- Assist in execution of committee initiatives and projects.
- Any other duties / works as assigned by your reporting superiors.
- **General Office Management**:

- Ensure the office environment is clean, organized, and welcoming.
- Coordinate with maintenance and IT support as needed.
- Perform other related duties as assigned to support the academy's operations.

**Qualifications**:

- Diploma or equivalent; an associate's or bachelor’s degree in a related field is preferred.
- Experience as an administrative assistant or in a similar role.
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with office management software.
- Ability to work independently and as part of a team.
- Attention to detail and problem-solving skills.
- Friendly and professional demeanor.

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