The posting
The Division Administrator provides executive administrative and operational support to the Division, with primary support to the Senior Director and Directors.
In addition to supporting senior leadership, the role serves as the central point of coordination for division-wide administrative matters, ensuring that operational processes, workplace logistics, procurement and general administrative activities are managed efficiently and consistently.
The successful candidate should be highly organised, proactive and responsive, with the ability to manage multiple priorities independently, anticipate administrative needs and coordinate effectively with stakeholders across the Division and corporate functions.
Key Responsibilities
1. Executive and Leadership Support
- Manage calendars and schedules for the Senior Director and Directors, including coordinating meetings with internal and external stakeholders.
- Coordinate meeting arrangements, venues, visitor access, travel and other logistical requirements.
- Support the planning and coordination of leadership meetings, division meetings and other key engagements.
- Anticipate scheduling conflicts and administrative requirements, and proactively resolve issues to ensure smooth coordination.
2. Division Administration and Operations
- Serve as the central administrative point of contact for common administrative and operational matters across the Division.
- Manage division-wide distribution lists, shared mailboxes, access groups and other shared administrative resources.
- Coordinate workplace arrangements, including lockers, seating, common equipment and other office logistics.
- Support administrative arrangements for employee onboarding, internal movements and exits, where required.
- Maintain organised and accessible administrative records, shared resources and relevant documentation.
- Monitor recurring administrative activities, deadlines and requirements to ensure timely follow-up and completion.
- Coordinate the administrative and logistical arrangements for division town halls, retreats, workshops, leadership meetings and other division-wide activities.
- Manage event logistics, including venue sourcing, catering, equipment, attendance coordination and other related arrangements.
3. Procurement, Payments and Vendor Administration
- Coordinate procurement activities for the Division, including raising purchase requests and facilitating the necessary approval and procurement processes.
- Process invoices, payment requests and other financial administrative transactions, ensuring timely follow-up on outstanding items.
- Liaise with vendors and internal Finance and Procurement teams to resolve administrative and transactional matters.
- Maintain records and track relevant contracts, subscriptions, purchase orders and renewal dates to support timely action and administrative oversight.
4. Administrative Process Improvement
- Develop and maintain standard procedures, templates and reference guides for recurring administrative activities.
- Identify opportunities to streamline workflows, improve consistency and enhance administrative efficiency.
- Ensure administrative processes and relevant information are properly documented to support continuity, accessibility and knowledge sharing.
Requirements
- Relevant experience in division administration, executive support, office administration or a similar coordination role.
- Strong organisational and administrative skills, with the ability to manage multiple concurrent priorities and deadlines.
- Good attention to detail, with strong follow-through and the ability to ensure tasks are completed accurately and on time.
- Able to work independently, anticipate requirements and resolve routine administrative issues with minimal supervision.
- Strong interpersonal and communication skills, with the ability to engage professionally with senior leaders, colleagues, vendors and stakeholders across different functions.
- Comfortable coordinating procurement, invoices, payment requests, vendor matters and other financial administrative processes.
- Proficient in Microsoft Office applications, particularly Outlook and Excel, and collaboration tools such as Microsoft Teams, SharePoint and Slack.
- Experience coordinating events, workplace logistics and administrative processes across a department or division would be advantageous. By submitting your resume, you consent to the collection, use, and disclosure of your personal information per ScienTec’s Privacy Policy (scientecconsulting.com/privacy-policy). This authorizes us to: Contact you about potential opportunities. Delete personal data as it is not required at this application stage. All applications will be processed with strict confidence. Only shortlisted candidates will be contacted. Coen Tay Zhi Xuan (R1989334) ScienTec Consulting Pte Ltd (ScienTec Personnel) -11C5781
