Job Scope:
Meeting Coordination:
· Set up and schedule meetings, including liaising with stakeholders to confirm availability and polling for suitable dates.
· Prepare meeting agendas, distribute materials, and ensure all logistics are in place.
· Attend meetings, take accurate minutes, and circulate them to relevant parties in a timely manner.
Project Administration & Support:
· Provide administrative support to the Project Director, managing calendars, travel arrangements, and other PA-related tasks.
· Track and manage project timelines, ensuring key milestones are met and any delays or issues are reported.
· Assist in drafting project-related documents, reports, and presentations.
Documentation & Filing:
· Maintain organised and up-to-date filing systems, both physical and digital, ensuring all project documents are easily accessible.
· Ensure proper documentation of project deliverables, including approvals, revisions, and correspondence.
· Implement and manage records retention policies in compliance with organisational standards.
Administrative Duties:
· Handle correspondence, emails, and phone calls on behalf of the Project Director.
· Prepare and process expense claims, purchase orders, and other administrative documentation.
· Manage office supplies and liaise with vendors for procurement.
Staff Onboarding Support:
· Coordinate the preparation of onboarding materials and project files for new staff.
· Assist in scheduling orientation sessions and ensuring new hires are familiarised with relevant team members and office protocols.
· Ensure that all necessary documents, contracts, and compliance requirements are completed and filed appropriately for new employees.
· Coordinate with relevant teams to ensure that workstations are ready for new joiners
Procurement Support:
· Support the preparation of procurement documents as needed for the project.
· Prepare purchase orders, seek approvals, and track the status of orders to ensure timely delivery.
· Maintain accurate records of procurement processes, including quotations, invoices, and payment documentation.
· Ensure compliance with procurement policies and budget guidelines.
Stakeholder Liaison:
· Act as the primary point of contact for internal and external stakeholders regarding project administration and scheduling matters.
· Ensure clear and timely communication between the Project Director and other team members or external partners.
Working Arrangement:
Location: Clarke Quay
Contract Duration: 3 Months
Working Hours:
Mon – Thu: 8.30am to 6.00pm
Fri: 8.30am to 5.30pm
Salary: Monthly Rated
Job Requirements:
· Degree with at least 3-5 years of experience in an administrative or project support role, preferably in the public sector.
· Experience in procurement processes and vendor management is a plus.
· Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Teams) and experienced in using scheduling and documentation tools.
· Excellent written and verbal communication skills.
· Strong organisational and multitasking abilities with attention to detail.
EA License No.: 96C4864
Reg. No.: R22110485
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