Admin Assistant (3-year contract), SMU Executive Development

Company Description

Singapore Management University is a place where high-level professionalism blends together with a healthy informality. The 'family-like' atmosphere among the SMU community fosters a culture where employees work, plan, organise and play together - building a strong collegiality and morale within the university. Our commitment to attract and retain talent is ongoing. We offer attractive benefits and welfare, competitive compensation packages, and generous professional development opportunities - all to meet the work-life needs of our staff. No wonder, then, that SMU continues to be given numerous awards and recognition for its human resource excellence.

Responsibilities

• Sales Pipeline & Digital Analytics: Own and maintain the team's leads and sales pipeline tracker with accuracy, timeliness, and consistency. Provide basic data analysis and generate simple reports/dashboards on enquiries, proposals, conversions, and revenue pipeline. Ensure proper tracking of opportunities, deadlines, and follow-ups to minimise duplication of efforts and improve team efficiency. Continuously improve tracker structure, templates, and digital processes to enhance visibility and decision-making.
• Commercial & Administrative Support: Provide day-to-day administrative support to the Head of Commercial, Client Directors, and Business Development Managers. Support preparation, consolidation, and formatting of proposals, presentations, and client materials. Maintain organised documentation, templates, and client records for ease of access and reuse. Ensure timely, clear, and professional responses to administrative emails and enquiries.
• Coordination & Scheduling: Coordinate internal and external meetings across faculty, clients, and partners. Manage calendars, scheduling, and logistics including venue bookings (physical, virtual, and hybrid). Prepare meeting agendas, capture minutes where required and follow up on action items.
• Stakeholder Liaison & Communication: Serve as a key coordination point between the Commercial team, faculty, partners, and internal stakeholders. Liaise with faculty on availability for proposals and programme delivery. Engage confidently with stakeholders and ensure smooth, timely communication and follow-ups.
• Client Engagement & Account Support: Support preparation of client engagement materials (briefs, decks, programme outlines). Track client interactions, meeting outcomes, and follow-ups. Maintain updated contact lists and engagement records for key accounts.
• Support Head of Commercial: Provide dedicated administrative support including managing invitations, scheduling, and coordination of meetings. Arrange logistics such as restaurant bookings and client hosting where required. Act as a responsive and reliable support for day-to-day priorities.
• General Administrative Duties: Manage meeting room bookings, shared trackers, and stakeholder databases. Support travel and claims submissions where required. Undertake ad-hoc administrative tasks to enhance team efficiency and operations.

Qualifications

• Bachelor's degree with minimum 6 years of relevant work experience in administrative, commercial support, or coordination roles, preferably in a fast-paced or client-facing environment.
• Excellent communication skills (both written and spoken).
• Demonstrated proficiency in digital tools (e.g., Excel, CRM systems, or similar platforms) with the ability to manage trackers, analyse data, and generate simple reports.
• Strong interpersonal and communication skills, with a professional and pleasant demeanour when interacting with internal and external stakeholders.
• Highly organised, detail-oriented, and able to manage multiple priorities with responsiveness and efficiency.
• Proactive and dependable, with a service-oriented mindset and the confidence to engage with diverse stakeholders including faculty, clients, and partners.
• Strong proficiency in Microsoft Excel and PowerPoint, including the ability to create trackers, perform basic data analysis, and develop clear, professional presentations.
• Good administrative and organisational skills with the ability to manage multiple tasks and priorities effectively.
• Attention to detail and accuracy in handling data, documentation, and communication.
• Pleasant disposition with strong interpersonal skills and the ability to engage with stakeholders confidently.
• Ability to multitask and work efficiently in a fast-paced, dynamic environment.
• Proactive, responsive, and dependable with a strong sense of ownership.

Other Information

Candidates who do not possess the stipulated qualifications but have relevant work experience may still apply. Remuneration and appointment terms shall commensurate with qualifications and experience. SMU reserves the right to modify the appointment terms where necessary. Please note that your application will be sent to and reviewed by the direct employer - Singapore Management University.