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Job Description
Primary Roles/Responsibilities
Events Management and General Administrative Support
Events Management
a) Assist in the logistic planning of upcoming events (workshops, seminars, dialogues)
b) Assist with sourcing vendors/getting quotes for the venue, catering and hotels.
c) Work with the lead of the event to manage the budget of the event.
d) Prepare all materials/signages/name tents needed for the event.
e) Put up signages and ensure venues are booked in advance.
f) Coordinate transport for transfer of participants to event venue.
g) Handle problems that may arise to ensure event goes on smoothly.
General Administrative Support
a) Organize interviews
b) Tracking of staff leave for IES Leadership’s overview of leave approval
c) Provide hospitality to funders/visitors to the institute
d) Support in IES development plans as advised by IES Leadership
e) Assist with the institute’s events on logistics/hospitality
f) Assist to follow up on needed actions from members of working committees
g) Distribution of postal mails/incoming books to staff
h) Any other ad-hoc duties as assigned by IES Leadership
Secondary Roles/Responsibilities
Secretarial support to the Director’s Office (Director & Leadership Team)
a) Provide the full spectrum of secretarial support to the Director’s Office
b) Scheduling of appointments/internal and external meetings
c) Making flight arrangements for the Director/IES Leadership Team
d) Preparation of Director’s/IES Leadership’s meeting materials
e) Coordination of Director’s/IES Leadership’s team’s research admin portfolio
f) Drafting of email correspondences as instructed by Director/IES Leadership
g) Submission of Director’s and IES Leadership’s Team’s travel and hospitality claims
h) Allocation of Director’s and IES Leadership’s Team’s corporate card expenses in CONCUR
i) Acting as the key liaison person for appointments for the Director’s Office
j) Gatekeeper to Director’s Office administration
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 : Institute for Environment and Sustainability
Employee Referral Eligible:
Job requisition ID : 23077
