
Executive, Admin
3 days ago
[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.
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 logístical 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:
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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