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Job Purpose
Vision
To be a global thought leader and a trusted source of expertise on real estate and urban studies for decision-makers in the public and private sectors.
Mission
Drive thought leadership and research excellence in real estate and urban studies, utilising an interdisciplinary, cross sectoral approach to generate insights and solutions for policymakers, industry and community.
As a premier think-tank on real estate and urban studies, Institute of Real Estate and Urban Studies (IREUS) seeks to be at the forefront of research, driving thought leadership to create value for all our stakeholders, and fruitfully engage in prevailing conversations on the built environment, technology and sustainability.
Through an interdisciplinary, cross-sectoral approach we create insights and solutions that are able to address complex issues, accomplish intended objectives and produce desired outcomes.
By adopting a data-driven, evidence-based stance, we strive for research excellence that furnishes objective perspectives to support robust, information-based decision making, and become a trusted source of expertise for our stakeholders in the public and private sectors and the community at large.
The Assistant Manager is a key staff as he/she leads the administrative aspect to assist IREUS to achieve its vision and mission.
Duties & Responsibilities
Administrative Support and Corporate Services:
• Manage conference room booking system and provide secretarial support for all meetings.
• Manage the overall day-to-day operations and daily upkeeping of office cleanliness.
• Manage pantry and office supplies.
• Administration of office assets.
• Manage Smartcard System.
• Serve as the contact point for all enquiries received.
Events Planning and Management:
• Plan and coordinate a wide range of regular and ad-hoc events, including conferences, seminars, workshops, and symposiums.
• Create event budgets, including cost estimates, revenue projections, and financial tracking.
• Manage all logistical aspects of event planning and execution, including venue selection, event setup, vendor coordination, event materials, speaker invitations and maintenance of contact list.
• Manage onsite event operations, including venue setup, attendee registration, and post-event evaluations.
• Collaborate with internal stakeholders to ensure events align with research objectives and the needs of target audience.
Procurement and Finance Support:
• Responsible for the role of Procurement Assistant and Verifier that includes, the handling of procurement and maintaining inventory of office items (IT supplies, furniture, assets etc).
• Finance processor for Accounts Receivables and Payables, Fixed Asset Creation / Retirement / Changes in Requests, Journals Reclassification & Inter-dept journals, etc.
Coordination of Academic / Research Visits:
• Handle academic professors / scholars visits that includes, drafting invitation letters, visa processing, arrangement of accommodation and allocation of office space.
• Work closely with HR and Finance business partners to process reimbursements, tax declaration and departure clearance.
Marketing Strategy Development and Execution (support):
• Plan, develop and implement marketing strategies to promote research initiatives and events.
• Drive operational excellence by reviewing and improving marketing strategies.
Budget Planning, Monitoring and Reporting (support):
• Collaborate with various departments to align budgets with organizational objectives.
• Work closely with Management to provide guidance on budget development, monitoring, and control processes.
Personal Assistant to Director:
• Manage Director’s calendar and appointments.
• Manage Director’s travel requests and reimbursement via Concur.
Others:
• Undertake the Fire Warden role and assist with safety initiatives and requirements by UCI & OSHE.
• Undertake any other ad-hoc initiatives and assignments by Director / Co-Director where deemed necessary.
Requirements
- Diploma/Bachelor’s degree or equivalent with at least 5 years’ of relevant work experience. Proven experience in an administrative support role, preferably in the education sector.
- Strong analytical and problem-solving skills, with a keen attention to detail.
- Excellent communication and interpersonal skills to collaborate with stakeholders at all levels. Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines.
- Proficiency in using office productivity tools, such as Microsoft Office Suite.
