Administrative Executive at University of… · Chennai

[What the role is] He/She will provides administrative and secretariat support to Group Director (Partnership) and Director (ACD) and Division to ensure smooth operations. Responsibilities include arranging internal and external meetings, coordinating with various stakeholders on scheduling, and managing important emails and correspondences.

He/She will also support the Division's operations by managing financial processes including procurement and invoicing, handling administrative tasks such as e-filing and data management, whilst providing essential logistics coordination for ACD projects and events such as the Chingay Parade and PA Talents performances.

[What you will be working on]

Secretarial and Administrative Support

• Schedules and manages Group Director and Director's appointments, meetings, event invitations and management meeting schedules, tracking changes to ensure smooth workflow
• Attends to day-to-day activities of Group Director and Director to ensure work is carried out efficiently and promptly
• Compiles and organises agendas, minutes of meetings and other relevant documents for external, staff and senior management meetings
• Books and sets up meeting rooms for Group Director, Director and divisional requirements
• Manages movement, sorting and filing of incoming and outgoing documents, including confidential correspondences
• Provides full clerical support including festive greeting cards, processing RSVP replies, photocopying, binding and petty cash claims
• Maintains office operations including requisitioning stationery, managing office equipment, booking and setting up meeting rooms
• Handles all enquiries (telephone, email, in-person and hotline during major events) whilst projecting a positive image of PA and PA's office
• Reviews and routes emails and queries to appropriate officers whilst providing timely and accurate information
• Liaises with internal and external parties, arranging appointments based on Director's availability and directing complex issues to relevant officers

ACD Project Support

• Provides comprehensive administrative and logistics support for ACD projects (Chingay Parade, PA Talents Performances, National Day Parade PA Contingent) including coordination of invitations/RSVPs, print materials, planning meetings and refreshments
• Provides administrative or operational support during rehearsals and event days, including work outside office hours

Financial and Data Management

• Manages financial processes including procurement of goods and services, raising purchase orders, calling quotations and tenders, and processing invoices
• Supports e-filing operations and maintains records in PA data management systems (OnePA, Volunteer Management System, GevMe)

[What we are looking for]

Other ad-hoc duties not covered under main responsibilities and duties.

Knowledge & Skills

At least 1 year - 3 years experience in clerical/general administration work, including exposure to financial processes (procurement, invoicing). Familiarity with government procurement systems would be advantageous.

Others

• Meticulous and highly motivated
• Resourceful and proactive
• Proficient (written and spoken) in English
• Possess good communication and interpersonal skills
• Able to work well under pressure and tight timelines
• Willing to work long and irregular hours and on weekends