National University of Singapore – QueenstownPerform a variety of secretarial and administrative support for the Senior Associate Dean, Academic Programmes Management Department and Associate Dean, (Early Research Career Development), under the Office of Academic Medicine.ResponsibilitiesManage the calendars for the 2 Reporting Officers and assist in meeting arrangements – send invitations, prepare agenda and/or presentation materials, manage logistics, attend meetings and take minutes.Assist in planning and organising all events such as conferences, forums and other research and educational events.Provide secretarial and administrative support to the general running of operational matters in the Office of Academic Medicine and Academic Programmes Management Department.Plan, schedule and coordinate meetings to initiate agenda items after consultation and facilitate discussions with the relevant stakeholders.Prepare meeting materials such as data reports, PowerPoint slides, record proceedings of meetings and follow-up on necessary action items.Assist and coordinate seminars, forums, workshops and ad hoc events organised by the departments.Perform liaison functions to ensure smooth information flow within the departments and/or with the relevant departments / external organisations.Attend to internal and external enquiries and give appropriate information and advice.Handle information and issues that are confidential and sensitive in nature.Organise and maintain an effective filing system in the office.Assist with the onboarding of new staff and off-boarding of exiting staff.Handle financial claims and purchase orders.Assist to procure and maintain inventory of meeting/office supplies.Update and maintain database and records.Perform other related duties as assigned by the reporting officers.QualificationsDiploma or equivalent in a related discipline with at least 1 to 2 years of relevant work experience.Candidates with other qualifications with at least 5 years of relevant work experience may also be considered.Prior work experience in a research or academic environment would be advantageous.Meticulous, well-organised and have good time management to work in a fast-paced environment.Able to communicate clearly, a strong team player and able to work effectively in a diverse work environment.Proficient in general software applications that facilitate work operations such as Microsoft Office software including Word, Excel, PowerPoint, Canva, Dalle and productivity tools.
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