Job Description

Key Responsibilities:
– Assist Head of Pillar (HoP) offices in daily operational work such as maintaining both HoP’s role-based email accounts
– Management of calendar for both HODs and screening of internal/external phone calls
– Assist HoP in scheduling of appointments, meetings and multiple school events
– Manage incoming and outgoing correspondences for HoPs offices
– Administrative support for overseas conferences and travels (flight booking, accommodation, logistics matters, travel/expense claims etc.)
– Organise and maintain divisional files for efficient tracking and easy reference of divisional businesses
– Building good rapport with both local and overseas invited seminar speakers to provide support for their seminar presentation and assist with arrangement of guests’ flight itinerary, accommodation & reimbursement claims
– Sourcing of conference / dinning venues and event management of collaborative seminars and conferences
– Streamline processes involving annual faculty performance appraisal exercise
– Provide extensive support to HoP during faculty performance appraisal exercise involving all faculties in both divisions (which includes dossiers compilation, systemic filing and documentation, statistical data and review summary, scheduling of individual performance feedback session etc.)
– Correspond with faculties for contract renewals and preparation of documents for Reappointment Committee Meetings
– Collate dossiers and preparation of recommendation summary for reappointment of school faculties and adjunct faculties
– Provide logistical support for departmental events
– Participate in recruitment and scheduling of interview sessions for potential faculty candidates
– Ad-hoc administrative support for senior managers of the pillar
– Fine tune and collate proposals for new research grants submissions, updating progress reports and quarterly reimbursement claims

– Exceptionally meticulous in organisation and documentation with high level of attention for detail
– Good track record as supporting role in different industries
– Multi-tasking to meet targets concurrently for the different divisions
– Takes responsibility in all tasks assigned and strive to achieve beyond expectations
– An excellent team player and reliable to work independently
– Proactive and take initiatives; Pre-empt issues and provide alternatives/solutions to enhance greater work efficiency
– Excellent communication skills
– Enthusiasm in interacting with people of different levels and nationalities
– Independent, adaptable, self-motivated and resourceful.
– Must be an excellent team player with good people skills.
– Excellent writing, interpersonal and communication skills.