Administrative Assistant - Singapore - INSEAD

Description

At INSEAD, our mission is to empower individuals to make a positive impact on business and society. As a global leader in shaping leaders and transforming futures, we value excellence, collaboration, and diversity in all that we do.

We are seeking a dedicated Administrative Assistant to join our Faculty Administration and Support Department. This is a permanent, full time contract, starting as soon as possible and to be based at our Asia (Singapore) campus at One-North. The work arrangement for this role is 100% on-site.

About the Job

You will support the Dean of Faculty and Dean of Asia Campus, who are both located in Singapore and this will include implementing and coordinating administrative activities and complex calendar management.

Your Responsibilities

• Manage agendas for internal and external meetings, schedule meetings & visits, including creation of ZOOM links if needed
• Assist with electronic filing, archiving and retrieval of material
• Help the Deans to prioritise their time so that they can be both effective and efficient, especially during their frequent trips to the Fontainebleau and Abu Dhabi campuses
• Participate in ad-hoc department and school-wide projects and initiatives
• Process claims/expenses (Concur)
• Arrange travels flights, hotels (CTM), VISA requests, working closely with the travel coordinator based in Singapore
• Organisation of visits on campus :
• booking of meetings rooms,
• booking of lunches, coffee breaks, etc. (Sodexo),
• booking of restaurants,
• ask for access badges
• Organisation of Asia Campus events for staff in collaboration with other team members
• Create PO (for restaurant or other activities, transportation, etc.)
• Initiate the signing of contracts/documents via DocuSign for the Dean of Asia Campus
• Organise Faculty meetings (4 per year) and Committee of Area Chairs Mtgs (once a month): coffee breaks and make sure there is IT support
• Organise individual meetings with Faculty members in SGP (once a year in Nov/Dec)
• Any other tasks assigned

Requirements

• 3 to 5 years of working experience in an administrative support role, preferably in a higher education environment
• A diploma or an administrative degree
• Excellent level of English in both written and verbal communication
• Excellent organisational skills and attention to detail
• Highly flexible and adaptable with strong interpersonal and communication skills
• Sense of initiative and pro-activeness
• Ability to prioritise, set and meet deadlines
• Excellent team spirit and player, with ability to work autonomously
• Excellent computer skills
• Able to work in an international and global work environment