Administrative Assistant

Company Overview

We are a consultancy focused on helping clients plan further studies in Singapore. Our skilled team provides expert advice and tailored solutions to students and parents, especially those from China, to support their educational goals in a collaborative and supportive environment.

Job Summary

We are seeking an organised and service-oriented Administrative Assistant to support daily office operations, client coordination, record management, and education- and pass-related administrative tasks.

Responsibilities

Manage appointments, meetings, correspondence, forms, digital files, and routine office records to ensure smooth office operations

Welcome visitors and respond professionally to phone calls, emails, and client enquiries to maintain positive client relations

Schedule appointments and update records accurately using WeEnterprise system

Prepare meeting materials, record minutes, and follow up on action items to support effective team communication

Assist with course enrolment and school application processes by checking documents and providing status updates

Support pass-related submissions through authorised ICA systems following approved company procedures

Prepare invoices and maintain simple bookkeeping and inventory records to support financial and stock management

Coordinate office supplies, obtain quotations, liaise with vendors, and manage purchases efficiently

Assist with recruitment administration and new employee onboarding to facilitate smooth hiring processes

Use company-approved digital and generative AI tools to draft, summarise, research, and organise routine administrative tasks responsibly

Verify AI-generated information for accuracy and protect confidential and personal data to ensure data integrity and privacy

Accompany clients to schools or the Immigration and Checkpoints Authority during working hours as needed

Perform other reasonable administrative duties related to the role to support overall office functions

Required competencies and certifications

GCE O-Level qualification or equivalent

Working knowledge of office administration procedures

Proficiency in Microsoft Word, Excel, PowerPoint, email, and shared digital filing systems

Ability to use generative AI tools responsibly for routine administrative work, including writing clear prompts and verifying AI-generated content

Ability to communicate effectively in English and Mandarin to liaise with Mandarin-speaking students, parents, and stakeholders for clear and professional interactions

Strong organisation, prioritisation, attention to detail, and problem-solving skills to manage multiple tasks efficiently

Ability to handle company records and client information discreetly to maintain confidentiality

Preferred competencies and qualifications

Administrative or customer-service experience to enhance client support and office efficiency

Experience in Singapore’s education sector, school enrolment, or pass-related administration to better support client needs

Experience using WeEnterprise or similar customer or appointment management systems for accurate scheduling and record-keeping

Experience with procurement or inventory records to assist in office supply management

We are a consultancy-based company focused on serving clients planning to further their studies in Singapore. With a team of highly skilled and experienced consultants, we are dedicated to providing expert advice and solutions, to parents and students alike, in the dynamic and rapidly evolving educational landscape.

We understand the unique challenges and opportunities that our clients (especially in China) face, and we are well-equipped to provide tailored recommendations that help our clients succeed and achieve their educational goals. Our approach is collaborative and consultative, and we take the time to thoroughly understand clients' needs before proposing any solutions. If clients are seeking expert guidance and support to take them and/or their kids to the next level, we are always ready to learn more about how we can assist them.

We are committed to maintaining a positive and supportive work environment that fosters collaboration, creativity, and personal growth. To keep morale and standards high, we regularly engage in team-building activities and provide ongoing training and professional development opportunities to ensure that our staff have the knowledge and skills they need to excel in their roles.

Additionally, we encourage open communication and feedback, and we make an effort to recognise and reward our staff for their hard work and contributions to the company. We believe that by creating a positive and supportive work culture, we can attract and retain top talent and consistently deliver the highest level of service to our clients.