Admin Assistant (3-year contract), SMU Executive Development

Job Description

• Sales Pipeline & Digital Analytics
  • Own and maintain the team's leads and sales pipeline tracker with accuracy, timeliness, and consistency.
  • Provide basic data analysis and generate simple reports/dashboards on enquiries, proposals, conversions, and revenue pipeline.
  • Ensure proper tracking of opportunities, deadlines, and follow-ups to minimise duplication of efforts and improve team efficiency.
  • Continuously improve tracker structure, templates, and digital processes to enhance visibility and decision-making.
• Commercial & Administrative Support
  • Provide day-to-day administrative support to the Head of Commercial, Client Directors, and Business Development Managers.
  • Support preparation, consolidation, and formatting of proposals, presentations, and client materials.
  • Maintain organised documentation, templates, and client records for ease of access and reuse.
  • Ensure timely, clear, and professional responses to administrative emails and enquiries.
• Coordination & Scheduling
  • Coordinate internal and external meetings across faculty, clients, and partners.
  • Manage calendars, scheduling, and logistics including venue bookings (physical, virtual, and hybrid).
  • Prepare meeting agendas, capture minutes where required and follow up on action items.
• Stakeholder Liaison & Communication
  • Serve as a key coordination point between the Commercial team, faculty, partners, and internal stakeholders.
  • Liaise with faculty on availability for proposals and programme delivery.
  • Engage confidently with stakeholders and ensure smooth, timely communication and follow-ups.
• Client Engagement & Account Support
  • Support preparation of client engagement materials (briefs, decks, programme outlines).
  • Track client interactions, meeting outcomes, and follow-ups.
  • Maintain updated contact lists and engagement records for key accounts.
• Support Head of Commercial
  • Provide dedicated administrative support including managing invitations, scheduling, and coordination of meetings.
  • Arrange logistics such as restaurant bookings and client hosting where required.
  • Act as a responsive and reliable support for day-to-day priorities.
• General Administrative Duties
  • Manage meeting room bookings, shared trackers, and stakeholder databases.
  • Support travel and claims submissions where required.
  • Undertake ad-hoc administrative tasks to enhance team efficiency and operations.

Qualifications

• Bachelor's degree with minimum 6 years of relevant work experience in administrative, commercial support, or coordination roles, preferably in a fast-paced or client-facing environment.
• Excellent communication skills (both written and spoken).
• Demonstrated proficiency in digital tools (e.g., Excel, CRM systems, or similar platforms) with the ability to manage trackers, analyse data, and generate simple reports.
• Strong interpersonal and communication skills, with a professional and pleasant demeanour when interacting with internal and external stakeholders.
• Highly organised, detail-oriented, and able to manage multiple priorities with responsiveness and efficiency.
• Proactive and dependable, with a service-oriented mindset and the confidence to engage with diverse stakeholders including faculty, clients, and partners.
• Strong proficiency in Microsoft Excel and PowerPoint, including the ability to create trackers, perform basic data analysis, and develop clear, professional presentations.
• Good administrative and organisational skills with the ability to manage multiple tasks and priorities effectively.
• Attention to detail and accuracy in handling data, documentation, and communication.
• Pleasant disposition with strong interpersonal skills and the ability to engage with stakeholders confidently.
• Ability to multitask and work efficiently in a fast-paced, dynamic environment.
• Proactive, responsive, and dependable with a strong sense of ownership.

• Sales Pipeline & Digital Analytics
  • Own and maintain the team's leads and sales pipeline tracker with accuracy, timeliness, and consistency.
  • Provide basic data analysis and generate simple reports/dashboards on enquiries, proposals, conversions, and revenue pipeline.
  • Ensure proper tracking of opportunities, deadlines, and follow-ups to minimise duplication of efforts and improve team efficiency.
  • Continuously improve tracker structure, templates, and digital processes to enhance visibility and decision-making.
• Commercial & Administrative Support
  • Provide day-to-day administrative support to the Head of Commercial, Client Directors, and Business Development Managers.
  • Support preparation, consolidation, and formatting of proposals, presentations, and client materials.
  • Maintain organised documentation, templates, and client records for ease of access and reuse.
  • Ensure timely, clear, and professional responses to administrative emails and enquiries.
• Coordination & Scheduling
  • Coordinate internal and external meetings across faculty, clients, and partners.
  • Manage calendars, scheduling, and logistics including venue bookings (physical, virtual, and hybrid).
  • Prepare meeting agendas, capture minutes where required and follow up on action items.
• Stakeholder Liaison & Communication
  • Serve as a key coordination point between the Commercial team, faculty, partners, and internal stakeholders.
  • Liaise with faculty on availability for proposals and programme delivery.
  • Engage confidently with stakeholders and ensure smooth, timely communication and follow-ups.
• Client Engagement & Account Support
  • Support preparation of client engagement materials (briefs, decks, programme outlines).
  • Track client interactions, meeting outcomes, and follow-ups.
  • Maintain updated contact lists and engagement records for key accounts.
• Support Head of Commercial
  • Provide dedicated administrative support including managing invitations, scheduling, and coordination of meetings.
  • Arrange logistics such as restaurant bookings and client hosting where required.
  • Act as a responsive and reliable support for day-to-day priorities.
• General Administrative Duties
  • Manage meeting room bookings, shared trackers, and stakeholder databases.
  • Support travel and claims submissions where required.
  • Undertake ad-hoc administrative tasks to enhance team efficiency and operations.