Administrative Officer (contract till 30 March 2030), CIS / IPCC

Roles & Responsibilities

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

• This position is for College of Integrative Studies (CIS / IPCC Working Group II Technical Support Unit).
• Manage the calendar and scheduling of the IPCC WGII Co-Chair, coordinate meetings, engagements, and travel across multiple time zones.
• Coordinate all travel arrangements for the Co-Chair, including international flights, hotel bookings, visa applications, and preparation of travel documentation.
• Coordinate internal and external meetings, including preparation of materials, logistical arrangements, and follow-up on action items.
• Coordinate registration and on-site support arrangements for international meetings when required.
• Support the reporting process for meetings and sessions, including drafting summaries, maintaining records, and tracking follow-up actions.
• Liaise with the IPCC Secretariat, WGII Co-Chairs' offices, chapter author teams, and external stakeholders to facilitate the smooth operation of the TSU.
• Provide general administrative support to the TSU in SMU, including document management, procurement, and compliance with SMU administrative and financial procedures.
• Other duties as assigned.

QUALIFICATIONS

• Bachelor's degree or Diploma in Business Administration, Communications, or a related field, with at least 3 years of relevant administrative or executive support experience.
• Demonstrated experience managing senior executive calendars and coordinating complex international travel arrangements.
• Strong written and verbal communication skills in English, with the ability to draft professional correspondence and documents to a high standard.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and digital collaboration tools.
• Ability to plan, organise, and manage multiple tasks effectively under time pressure and with minimal supervision.
• Experience working in a multicultural or international environment; familiarity with academic or research institutions is an advantage.
• Willingness to travel internationally for meetings and workshops
• Excellent interpersonal skills and the ability to engage professionally with international scientists, government officials, and institutional stakeholders.

Please note that your application will be sent to and reviewed by the direct employer - Singapore Management University
Tell employers what skills you have

Communication
Procedure Development
Healthcare
Logistics
Payroll
Financial Statements
Emergency
Human Resources
Customer Service
Business Development