Senior/admin Executive

3 days ago

Singapore THE SOLUTIONS SPACE Full time

**Key Responsibilities**:
**Deputy Dean Support**:

- Maintain the Deputy Dean's calendar, scheduling meetings, and teleconferences with relevant parties, including room bookings.
- Handle Deputy Dean's claims and ensure all supporting documents and forms are complete.
- Take minutes for meetings involving the Head of Departments, Academic Directors, board meetings, and Annual General Meetings.
- Handle internal and external inquiries, directing them as needed.
- Greet and assist guests visiting the ESSEC Asia Pacific office who will be meeting the Deputy Dean.

**Travel Arrangement for Staff and Faculty**:

- Administer work travel and accommodation arrangements for employees and faculty members.
- Coordinate with the Finance department on purchase requests, purchase orders, and vendor-related matters.
- Maintain accurate records and documentation for corporate credit card usage.
- Assist staff members with inquiries related to the company's travel policy.
- Provide suggestions and recommendations on hotel accommodations when necessary.

**Other Administrative Responsibilities**:

- Organize company off-site meetings and corporate events, providing logistics support and coordinating with stakeholders and vendors.
- Offer input for relevant policy updates, such as the Travel Policy.

**Associate Dean of Faculty Support**:

- Maintain the Associate Dean of Faculty's calendar, scheduling meetings, teleconferences, and room bookings.
- Manage and submit expense claims for the Associate Dean of Faculty and Faculty members, coordinating with the Finance department.
- Take minutes for Faculty meetings.
- Handle internal and external inquiries and assist guests visiting the ESSEC Asia Pacific office for Faculty-related events.

**Travel Arrangement for the Associate Dean of Faculty and Faculty Members**:
**Additional Associate Dean of Faculty Responsibilities**:

- Manage Faculty teaching hours and objectives in liaison with the Dean's office in Cergy.
- Oversee the balance of Faculty publication, research, and pedagogical funds.
- Coordinate research seminars organized by the Faculty, including internal and external communication, guest reception, room booking, and catering.
- Prepare Teaching Assistants' contracts.
- Provide support for new professors, visiting professors, and incoming PhD students and postgraduate researchers, including apartment bookings, IT liaison, visa support, and other arrangements.

**Qualifications**:

- Possess tertiary qualifications (e.g. Diploma and/or Degree) from a recognized education institution or University.
- Proven work experience of at least 5 years or more in a similar capacity in providing corporate-level support to senior management.

**Additional Qualifications and Requirements**:

- Proficient in understanding the School’s strategy, organizational needs, and challenges and being able to handle and manage communication effectively with different stakeholders in an international work environment.
- Excellent interpersonal skills with good command in spoken and written English language.
- Mature disposition to manage and handle sensitive and confidential information in a professional manner.
- Possess a growth mindset and has the agility to be adaptable and resilient.
- Resourceful and able to provide solutions to handle work challenges.
- Meticulous and diligent in producing quality work, ensure follow-through of all work responsibilities.

**Some benefits**:

- 14 days annual leave entitlement.
- 5 day work week. Nice and comfortable working environment.

**How to Apply**:
EA: 23C1450

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