Key Responsibilities

The Officer will act as the assistant of the Director of Programmes, Exhibitions and Museum Services.  In that capacity, they will manage the Director’s calendar. The post-holder will organize and document internal and external meetings for Programmes, Exhibitions and Museum Services. These include, but are not limited to, the PEMS departmental meetings, stakeholder meetings, and quarterly review meetings for Programmes and Exhibitions. The Officer will also assist the Director in developing materials for meetings within Marina Bay Sands and with the museum’s International Advisory Board. 

The Officer will provide proactive assistance to the Director on selected projects within the fields of the art, science, education and technology sectors, as they arise, learning from the Director and other members of the PEMS team.

The Officer will be part of the museum’s Admin Group, a network of departmental administrators and coordinators in ArtScience Museum, including the Museum’s Senior Administrator and the Officer of Executive Initiatives. As a member of the Admin Group, the post-holder will carry out a range of critical administrative duties. They will use Marina Bay Sands’ administrative tools to ensure Programmes, Exhibitions and Museum Services operations run smoothly, remaining updated on all relevant administrative systems and policies. The post-holder will ensure key administrative duties are carried out by the Director, and other relevant staff, as directed.

The post-holder will work with many members of the museum team, the Attractions team, plus other departments within Marina Bay Sands, especially HR, Finance, Procurement and Legal, on administrative matters.  The Officer may at times act as a key administrative liaison between PEMS and these departments.  As such, the Officer must be a good team-worker, able to communicate and collaborate readily. The post-holder must be self-motivated, focused, detail-orientated, and organized. 

RESPONSIBILITIES

Directorial Assistance

The Officer will:

• Manage the calendar of the Director, which includes scheduling of appointments and booking of meeting rooms
• Support the Director in all administrative matters such as approval of requests via administrative system
• Assist the Director in HR matters, including liaising with HR on the administrative processes associated with incoming hires
• Assist with making business travel arrangements for the Director and other members of Programmes, Exhibitions and Museum Services
• Assisting the Director in other duties, as directed

Reports and Meetings

The Officer will:

• Assist the Director in preparing materials for the museum’s the International Advisory Board (IAB), which involves ensuring Board Papers, with reports from each PEMS museum department, are prepared and passed to the Officer of Executive Initiatives on time, ahead of each meetings
• Work together with the museum’s Senior Administrator and Officer of Executive Initiatives to schedule, departmental and museum-wide meetings and ensure that action points are documented and distributed to attendees.
• Assist the Director in developing materials for meetings within MBS

Participating in the Admin Group

The Officer will:

• Be an active member of the museum’s Admin Group, which includes representatives from each department who perform administrative duties
• Attend regular weekly or biweekly meetings of the Admin Group
• Assist with the administrative functions of the museum, including covering for the Senior Administrator when required
• Assist with monthly forecasting and budget reports
• Assist in organising team bonding sessions for the museum
• Assist in organising quarterly All Hands meetings for the museum

JOB REQUIREMENTS

Essential

• Some professional experience in a corporate administrative role
• Competent in Outlook and Microsoft Office (Word, Excel, PowerPoint)
• Proficient in spoken and written English language
• Good communications skills, including good conversation manners in person, online and on the telephone
• Experience of assisting a manager, including a working understanding of calendar management
• A good team player who is willing to support the department, and all its team members
• Strong self-motivation, initiative and a willingness to learn
• Proactive in being continually aware and updated about developments within ArtScience Museum and Marina Bay Sands
• Experience of minute-taking
• A good appreciation of the mission and cultural context of ArtScience Museum

Preferable

• Experience of working with software such as Salesforce, SAP and Ariba or similar systems
• Experience of working in a cultural setting
• A well-groomed and professional appearance

Marina Bay Sands is committed to building a diverse, equitable and inclusive workforce, providing equal opportunities as we grow our talent base to match our growth ambitions in Singapore. Our employees are committed to adhere to and abide by all rules, regulations, policies and procedures, including the rules of conduct and business ethics of the Company.