Personal Assistant and Office Manager, Office of Impact - Geylang

• Manage the VP's calendar, including liaising with internal and external parties to schedule meetings and events, and arranging update meetings with direct report.
• Compile papers and reports that are subjects of discussion at upcoming meetings and events.
• Coordinate with the VP, related committees and taskforces to get regular updates on projects or matters under discussion.
• When required, record minutes of meetings conducted by the VP and schedule follow-up meetings where requested.
• Plan, execute and follow up on the VP's action items for various projects where required.
• Coordinate the VP's travel schedules, plan itinerary, and make necessary travel arrangements (pre-trip request and flight, accommodation and land transport arrangements).
• Process the VP's leave application and claims (expense, post-overseas travel, medical and FlexBen claims).
• Craft messages for the VP for dissemination to the Office.
• Other administrative duties as may be assigned from time to time by the VP.
• Office Manager
• Serve as the primary contact for the Office of Impact for enquiries and related activities.
• Support the Deputy/Senior Deputy Director (Impact) to facilitate project deliverables under the VP's purview.
• Organise and manage events hosted by the VP and Deputy/Senior Deputy Director, and provide support for events organised by the Office such as workshops, seminars, conferences, sharing sessions (both in-person and online).
• Start-up and general maintenance of the Office: oversee renovations, set-up, resource planning, including staff recruitment and training, etc.
• Administer all purchasing and logistical needs of the Office, including but not limited to: - Maintaining the full assets list and performing annual review with Office of Finance;
• Raising Purchase Requests, Purchase Orders for purchase of office equipment, supplies and travels;
• Sourcing of vendors, as required;
• Processing invoices for purchases.
• Prepare, monitor and control budget for the Office.
• Manage overseas travel arrangements for the Office's staff and collate and reconcile travel reports for the Office.
• Maintenance of intranet site for the Office and distribution lists created under the Office.
• Any other duties as assigned.

• A university degree or equivalent but in the absence of a degree, a diploma, GCE ‘A' level and/or a professional executive secretary qualification.
• At least 10 years of relevant work experience in a similar capacity.
• Experience in working with university-level management officers preferred.
• Strong interpersonal, communication (written and verbal) and organisational skills.
• Proficient in the use of Microsoft Office suite of applications.
• Ability to multi-task and cope in a fast-paced environment with multiple deadlines or competing priorities; adapt and prioritise changes as necessary.
• Ability to communicate with colleagues across the university and key external contacts in a professional manner.

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Candidates who do not possess the stipulated qualifications but have relevant work experience may still apply. Remuneration and appointment terms shall commensurate with qualifications and experience. SMU reserves the right to modify the appointment terms where necessary.