Assistant Manager / Personal Assistant, Office of the Provost

Job Description

• General secretarial and administrative support
• Provide general secretarial and administrative support for Vice Provost (Faculty Matters), Associate Provost (Faculty Matters).
• Manage calendar and arrange meeting schedules.
• Prepare travel documents, including booking flights, accommodations, and travel folders.
• Process claims, such as entertainment and DART claims.
• Act as custodian of the Vice Provost (Faculty Matters) email account.
• Support logistics for events and programmes involving faculty matters, as assigned.
• Perform any other assignments assigned by the Vice Provost (Faculty Matters) and Associate Provost (Faculty Matters).
• Finance document reviews
• Review documents requiring approval from the Vice Provost (Faculty Matters) to ensure compliance with SMU policies and proper documentation.
• Handle Purchase Orders (PO), POJ, WOC, bank payments from OFIN, invoices, staff claims, transportation claims, credit card statements, and other documents for approval.
• Support Office of the Provost administration
• Contribute as a team member in supporting logistics for the Office of the Provost.
• Contribute as a team member in supporting finance and procurement matters of the Office, such as creating purchase orders, as assigned.
• Contribute as a team member in coordinating logistics and support for departmental events.
• Manage the procurement of office supplies, including stationery and pantry items.
• Serve as PVO's administrative point of contact, as assigned.
• Other administrative support
• Contribute as a team member in supporting taskforces, committees and senate matters, as assigned. Responsibilities may include note-taking, minutes preparation and follow-up on action items.
• Support the collation and coordination of input from the units reporting to the Vice Provost (Faculty Matters) for reporting and record-keeping purposes.
• Other duties as assigned.

Qualifications

• Diploma or Degree with at least 3 years of experience as an office manager, personal assistant, or administrative executive.
• Proficient in MS Office.
• Prior budgeting, finance, or procurement experience will be an advantage.
• Strong organisational, multitasking, and problem-solving capabilities.
• Strong interpersonal, communication, and writing skills.
• Ability to adapt to changes, continuously learn, and be able to work as part of a team and independently.

• General secretarial and administrative support
• Provide general secretarial and administrative support for Vice Provost (Faculty Matters), Associate Provost (Faculty Matters).
• Manage calendar and arrange meeting schedules.
• Prepare travel documents, including booking flights, accommodations, and travel folders.
• Process claims, such as entertainment and DART claims.
• Act as custodian of the Vice Provost (Faculty Matters) email account.
• Support logistics for events and programmes involving faculty matters, as assigned.
• Perform any other assignments assigned by the Vice Provost (Faculty Matters) and Associate Provost (Faculty Matters).
• Finance document reviews
• Review documents requiring approval from the Vice Provost (Faculty Matters) to ensure compliance with SMU policies and proper documentation.
• Handle Purchase Orders (PO), POJ, WOC, bank payments from OFIN, invoices, staff claims, transportation claims, credit card statements, and other documents for approval.
• Support Office of the Provost administration
• Contribute as a team member in supporting logistics for the Office of the Provost.
• Contribute as a team member in supporting finance and procurement matters of the Office, such as creating purchase orders, as assigned.
• Contribute as a team member in coordinating logistics and support for departmental events.
• Manage the procurement of office supplies, including stationery and pantry items.
• Serve as PVO's administrative point of contact, as assigned.
• Other administrative support
• Contribute as a team member in supporting taskforces, committees and senate matters, as assigned. Responsibilities may include note-taking, minutes preparation and follow-up on action items.
• Support the collation and coordination of input from the units reporting to the Vice Provost (Faculty Matters) for reporting and record-keeping purposes.
• Other duties as assigned.