3 Months Administrative Assistant - Tampines, Raffles Place, Alexandra

We are seeking an organized and proactive Temporary Administrative Assistant to provide crucial support in the planning and execution of our upcoming internship programme. This is a temporary position offering an excellent opportunity to gain hands-on experience in programme administration and coordination within a dynamic environment. The ideal candidate will be detail-oriented, possess good communication and interpersonal skills, and be capable of managing multiple tasks efficiently.

Responsibilities:
The Temporary Administrative Assistant will be responsible for a variety of administrative tasks, including but not limited to:

1. Interdepartmental Coordination:

• Liaising with relevant departments (e.g., HR, IT, Marketing) to ensure their seamless involvement in the internship programme.
• Facilitating communication and information flow between departments and the programme lead.
• Following up on action items and ensuring timely responses.

2. Internship Merchandise:

• Finalising the design of the internship programme shirt, considering branding guidelines and stakeholders’ feedback (if applicable).
• Sourcing and coordinating with external vendors for quotations, size options, delivery timelines, and payment terms for the shirts.
• Managing the order and distribution of the shirts to interns.

3. Briefing Materials:

• Developing a comprehensive briefing deck outlining the details of the internship programme (e.g., schedule, objectives, key personnel).
• Creating engaging and informative Electronic Direct Mail (EDM) invitations for briefing sessions with leaders.
• Managing the distribution of briefing materials.

4. Graduation Lunch Planning:

• Assisting with the planning and organization of the internship graduation lunch, including venue research, catering coordination, and logistical arrangements.

5. Intern Group Organization:

• Supporting the process of organizing interns into project groups and activity teams based on defined criteria.
• Maintaining records of group assignments.

6. Attendance Monitoring:

• Implementing a system for tracking intern attendance and absences.
• Maintaining accurate attendance records and reporting any discrepancies.

7. Venue Booking:

• Identifying and booking suitable venues for various internship activities, meetings, and workshops.
• Coordinating logistical requirements with venue providers.

8. Document Management:

• Creating and organizing essential programme documents (e.g., intern handbooks, project guidelines, evaluation forms).
• Prepare documents for reporting purpose (eg- tally results from evaluation forms)
• Maintaining a well-organized filing system (both physical and digital).
• Assisting with the setting of the training venue for all sessions.
• Assisting with the preparation and distribution of certificates of completion.
• Creating a set of Standard Operating Procedure documents for future internships

9. Basic Financial Administration:

• Assisting to obtain necessary approvals for invoices related to vendors (e.g., shirt printing, catering).
• Tracking programme-related expenses and assisting with budget monitoring (if required).

Requirements:

• Experience in administrative support or a similar role.
• Good organizational and time management skills with the ability to prioritize tasks and meet deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to work independently and as part of a team.
• Detail-oriented and meticulous in execution.
• Experience with vendor management is an advantage.