Partnership Support Assistant Manager/Personal Assistant (8-month contract), OIE

Job Description

• This position is for Office of Industry Engagement (OIE).
• Administrative Support: Provide administrative support to the OIE team across reporting, meeting arrangement, finance, travel, procurement and other administrative duties assigned
• Budget Management & Reporting: Manage OIE's budget and expenditure, and prepare timely, accurate reports for management review.
• Procurement: Manage procurement in line with the SMU's guidelines, ensuring all purchasing activities meet policy and quality standards.
• Meeting Scheduling and Reporting: Coordinate calendar scheduling for the OIE Director and Vice Provost (Strategic Research Partnerships), arrange team meetings, appointments, business engagements, and events, and support the consolidation of reports from OIE and across the Schools, Offices, Centres and Labs (SOCIs).
• Travel Coordination: Organise travel itineraries, bookings, and reimbursements for the OIE Director and Vice Provost (Strategic Research Partnerships), liaising with travel agencies and service providers.
• Outreach & Communications Support: Support OIE's outreach efforts, including communications, events management, development of marketing and collateral materials, website updates, and drafting eDMs.
• Associated Responsibilities: Provide other administrative support to the OIE team and, where needed, to the team.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Finance, Accounting, Office Management, Communications, or a related discipline.
• At least 3 to 5 years of relevant experience in administrative support, executive assistance, finance/procurement coordination, or office operations.
• Prior experience supporting senior management, including calendar management, meeting coordination, travel arrangements, claims, procurement, and budget tracking, would be advantageous.
• Familiarity with finance/procurement systems such as SAP, Concur, Ariba and proficiency in Microsoft Office applications, especially Outlook, Excel, Word, and PowerPoint, would be preferred.
• Professional certification or training in office administration, project coordination, procurement, finance administration, or events management would be an added advantage.
• Demonstrated proficiency in budget management, procurement, and administrative support.
• Familiarity with office administration software such as MS Office, SAP, Concur and Ariba. Knowledge of advanced tools such as Power BI is a plus.
• Comfortable using AI tools to support work efficiency and productivity.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Good understanding of finance, procurement, travel, and claims processes.
• Good verbal and written communication skills.
• Experience or interest in outreach support activities such as communications, events management, and development of marketing materials would be advantageous.
• Familiarity with design/content tools such as Canva or Adobe Creative Suite, and event management systems such as Cvent, would be advantageous.
• Detail-oriented with a high level of accuracy and efficiency.
• Ability to work independently and with a fast-paced and growing team.

• This position is for Office of Industry Engagement (OIE).
• Administrative Support: Provide administrative support to the OIE team across reporting, meeting arrangement, finance, travel, procurement and other administrative duties assigned
• Budget Management & Reporting: Manage OIE's budget and expenditure, and prepare timely, accurate reports for management review.
• Procurement: Manage procurement in line with the SMU's guidelines, ensuring all purchasing activities meet policy and quality standards.
• Meeting Scheduling and Reporting: Coordinate calendar scheduling for the OIE Director and Vice Provost (Strategic Research Partnerships), arrange team meetings, appointments, business engagements, and events, and support the consolidation of reports from OIE and across the Schools, Offices, Centres and Labs (SOCIs).
• Travel Coordination: Organise travel itineraries, bookings, and reimbursements for the OIE Director and Vice Provost (Strategic Research Partnerships), liaising with travel agencies and service providers.
• Outreach & Communications Support: Support OIE's outreach efforts, including communications, events management, development of marketing and collateral materials, website updates, and drafting eDMs.
• Associated Responsibilities: Provide other administrative support to the OIE team and, where needed, to the team.