Assistant Manager/Senior Assistant Manager (3-year contract), UOB-SMU AEI

Job Description

• Finance & Contract Administration
• Prepare and manage contracts, service agreements, and supporting documents for vendors, consultants, and project partners.
• Liaise with Finance and Procurement teams to ensure timely processing of payments, purchase orders, claims, and reconciliations.
• Track budget utilisation across various programmes and ensure proper financial documentation and audit readiness.
• Office Administration & Process Improvement
• Oversee daily office operations, including cleanliness, inventory management, office supplies, and equipment servicing.
• Identify and implement improvements in administrative workflows to enhance efficiency and service delivery across the Institute.
• Maintain proper documentation, digital records, and data backups to support smooth audits and continuity of operations.
• Programme & Event Support
• Provide end-to-end administrative and logistical support for AEI's programmes, including overseas immersions and local events.
• Handle detailed coordination such as RSVPs, hotel and transport bookings, vendor engagement, onsite logistics, and participant communications.
• Support other AEI programmes (e.g., SME Consulting Programme, ELT, study trips), including event setup, student recruitment logistics, and document consolidation for programme closure.
• Stakeholder Communication & Office Mailbox Management
• Monitor and respond to the AEI office mailbox enquiries, escalating to relevant team members when needed.
• Maintain and update the Institute's database of SME clients, partners, and programme participants for effective outreach and engagement.
• Liaise professionally with UOB, university departments, vendors, and external stakeholders to ensure alignment on deliverables.
• Administrative Support for Governance & Outreach
• Assist in organising Board of Governors meetings, including RSVP tracking, documentation, and venue logistics.
• Support outreach initiatives such as SME Development Series, newsletters, and AEI-related communications.
• Assist with internal and external audit requirements, ensuring readiness and accurate documentation.
• Support the Head and other team members on ad-hoc projects and cross-functional administrative needs.
• Other duties as assigned.

Qualifications

• A degree or diploma in Business Administration, Finance, or a related field.
• 3-5 years of relevant work experience in administration, finance, or event/programme coordination.
• Strong planning, multitasking, and stakeholder management skills.
• Experience in contract preparation, budget tracking, and procurement processes preferred.
• Proficiency in Microsoft Office experience with university systems (e.g SAP, Lexagle etc) is a plus.
• High level of initiative and adaptability in a fast-paced, collaborative environment.
• Willingness to support programmes that may occasionally require early start times, travel coordination, evening, or weekend events.

• Finance & Contract Administration
• Prepare and manage contracts, service agreements, and supporting documents for vendors, consultants, and project partners.
• Liaise with Finance and Procurement teams to ensure timely processing of payments, purchase orders, claims, and reconciliations.
• Track budget utilisation across various programmes and ensure proper financial documentation and audit readiness.
• Office Administration & Process Improvement
• Oversee daily office operations, including cleanliness, inventory management, office supplies, and equipment servicing.
• Identify and implement improvements in administrative workflows to enhance efficiency and service delivery across the Institute.
• Maintain proper documentation, digital records, and data backups to support smooth audits and continuity of operations.
• Programme & Event Support
• Provide end-to-end administrative and logistical support for AEI's programmes, including overseas immersions and local events.
• Handle detailed coordination such as RSVPs, hotel and transport bookings, vendor engagement, onsite logistics, and participant communications.
• Support other AEI programmes (e.g., SME Consulting Programme, ELT, study trips), including event setup, student recruitment logistics, and document consolidation for programme closure.
• Stakeholder Communication & Office Mailbox Management
• Monitor and respond to the AEI office mailbox enquiries, escalating to relevant team members when needed.
• Maintain and update the Institute's database of SME clients, partners, and programme participants for effective outreach and engagement.
• Liaise professionally with UOB, university departments, vendors, and external stakeholders to ensure alignment on deliverables.
• Administrative Support for Governance & Outreach
• Assist in organising Board of Governors meetings, including RSVP tracking, documentation, and venue logistics.
• Support outreach initiatives such as SME Development Series, newsletters, and AEI-related communications.
• Assist with internal and external audit requirements, ensuring readiness and accurate documentation.
• Support the Head and other team members on ad-hoc projects and cross-functional administrative needs.
• Other duties as assigned.