[What the role is]
This is a 11-month contract for an Executive, Admin position in the School of Film & Media Studies.
[What you will be working on]

Course hiring / coordination

• To coordinate with course leads and other departments—Continuing Education and Training Academy (CETA), Estates, Eco & Safety Office (EES), Human Resource & Organisational Development (HROD) etc.
• To process information – data entry, track deadlines, update records and uploads to central repository.
• To assist in hiring staff – schedule interviews with candidates and course leads, manage arrangements such as room booking, contact candidates and retrieve documents, draft hiring forms.

Logistics

• To administer staff passes – coordinate with stakeholders, arrange for card programming and facility access, distribute and track card issuance.
• To be responsible for catering orders – confirm run dates and pax with course leads, liaison with caterers on dates and supporting documentation, select and confirm menu.
• To manage classroom booking – retrieve timetables, book venues, inform stakeholders.
• To provide logistical support to Associate Trainers onsite during training days, as needed.

Teaching claims processing

• To aid in teaching claim submission – remind course leads and retrieve confirmed timesheets, check and verify hours with timetables.
• To consolidate entries according to HR templates, inform trainers and adjunct staff on claim acknowledgement.

Others

• To support the school in other CET administrative duties.
• To support the school in coordination work with suppliers / vendors related to CET initiatives.
• To support the school in updating content on the CET website, as needed.

[What we are looking for]
At least 2-years’ experience in the following areas:

1. Administrative Support:

• Experience managing day-to-day tasks like scheduling, filing, data entry, and document handling using office software (e.g. Microsoft Office and etc.).

1. Customer Service & Communication:

• Handling inquiries (calls & emails), and maintaining smooth communication across teams with strong verbal and written skills.

1. Organization & Time Management:

• Proven ability to prioritize tasks, multitask, and manage time effectively in a busy office environment.

1. Basic Financial & HR Support:

• Assisting with invoicing, petty cash, maintaining employee records, and helping in recruitment or onboarding.

1. Event & Project Coordination:

• Experience organizing meetings, workshops, or small projects, ensuring deadlines are met and follow-ups are handled.

Please refer the Job description for details