Job Description

Job Purpose

To provide administrative support to the Director and the institute\'s events/administration.



Primary Roles and Responsibilities

Executive Assistant to the Director

• Provide the full spectrum of secretarial support to the Director
• Scheduling of appointments/internal and external meetings
• Making flight arrangements for the Director
• Preparation of Director\'s meeting materials
• Coordination of Director\'s research submission
• Drafting of email correspondences as instructed by Director
• Submission of Director\'s travel and hospitality claims
• Allocation of Director\'s corporate card expenses in CONCUR
• Acting as the key liaison person for the Director\'s appointments
• Gatekeeper to Director\'s office administration

Secondary Roles and Responsibilities

Events Management and General Administrative Support

Events Management

• Assist in the logistic planning of upcoming events (workshops, seminars, dialogues)
• Assist with sourcing vendors/getting quotes for the venue, catering and hotels
• Work with the lead of the event to manage the budget of the event
• Prepare all materials/signages/name tents needed for the event
• Put up signages and ensure venues are booked in advance
• Coordinate transport for transfer of participants to event venue
• Handle problems that may arise to ensure event goes on smoothly

General Administrative Support

• Organize interviews
• Tracking of staff leave for Director\'s overview of leave approval
• Provide hospitality to funders/visitors to the institute
• Support in IES development plans as advised by Director
• Assist with the institute\'s events on logistics/hospitality
• Assist to follow up on needed actions from members of working committees
• Distribution of postal mails/incoming books to staff
• Any other ad-hoc duties as assigned by IES leadership

Qualifications

• Bachelor\'s degree with at least 3 years of relevant experience in administrative work and events
• Independent worker who is well-organized, able to multi-task and work under tight deadlines
• Dynamic and resourceful person with good organizational skills, time management and interpersonal skills
• Excellent command of spoken and written English
• Proficient in Microsoft Office Applications, particularly MS Word, PowerPoint and Excel
• Adaptable and proactive problem-solver
• Prior experience in working with Senior management will be advantageous.
• Prior experience in events management is desirable.

More Information

Location: Bukit Timah Campus

Organization: Lee Kuan Yew School of Public Policy

Department : Academic Affairs

Employee Referral Eligible:

Job requisition ID : 20653

National University of Singapore