executive, admin

2 days ago

Ngee Ann Polytechnic Clementi Campus, Singapore Public Service Division Full time $40,000 - $60,000 per year

[What the role is]

This is a 11-month contract for an Executive, Admin position in the School of Film & Media Studies.

[What you will be working on]

Course hiring / coordination

  • To coordinate with course leads and other departments—Continuing Education and Training Academy (CETA), Estates, Eco & Safety Office (EES), Human Resource & Organisational Development (HROD) etc.

  • To process information – data entry, track deadlines, update records and uploads to central repository.

  • To assist in hiring staff – schedule interviews with candidates and course leads, manage arrangements such as room booking, contact candidates and retrieve documents, draft hiring forms.

Logistics

  • To administer staff passes – coordinate with stakeholders, arrange for card programming and facility access, distribute and track card issuance.

  • To be responsible for catering orders – confirm run dates and pax with course leads, liaison with caterers on dates and supporting documentation, select and confirm menu.

  • To manage classroom booking – retrieve timetables, book venues, inform stakeholders.

  • To provide logistical support to Associate Trainers onsite during training days, as needed.

Teaching claims processing

  • To aid in teaching claim submission – remind course leads and retrieve confirmed timesheets, check and verify hours with timetables.

  • To consolidate entries according to HR templates, inform trainers and adjunct staff on claim acknowledgement.

Others

  • To support the school in other CET administrative duties.

  • To support the school in coordination work with suppliers / vendors related to CET initiatives.

  • To support the school in updating content on the CET website, as needed.

[What we are looking for]

At least 2-years' experience in the following areas:

1. Administrative Support:

  • Experience managing day-to-day tasks like scheduling, filing, data entry, and document handling using office software (e.g.Microsoft Office and etc.).

2. Customer Service & Communication:

  • Handling inquiries (calls & emails), and maintaining smooth communication across teams with strong verbal and written skills.

3. Organization & Time Management:

  • Proven ability to prioritize tasks, multitask, and manage time effectively in a busy office environment.

4. Basic Financial & HR Support:

  • Assisting with invoicing, petty cash, maintaining employee records, and helping in recruitment or onboarding.

5. Event & Project Coordination:

  • Experience organizing meetings, workshops, or small projects, ensuring deadlines are met and follow-ups are handled.

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