Job Description

Role Overview

The Senior Associate will support Workplace Enablement initiatives and operations, while also managing assigned Corporate Administration functions to ensure the effective delivery of operational and administrative services across A*STAR.

Key Responsibilities

A. Workplace Enablement

1. Workplace Improvement & Programme Delivery

• Support the planning, coordination, and implementation of workplace improvement initiatives across office and shared spaces.
• Assist in identifying opportunities to enhance workplace functionality, presentation, and user experience.
• Coordinate project activities, timelines, deliverables, and stakeholder requirements for workplace enhancement projects.
• Support pilot initiatives and workplace improvement programmes from implementation through operational handover.

2. Stakeholder Engagement & Communications

• Engage internal stakeholders, service providers, and business units to support workplace initiatives and operational improvements.
• Coordinate workplace communications, awareness campaigns, and engagement activities.
• Support the development of communication materials, presentations, briefing notes, and management updates.
• Assist in maintaining Workplace Enablement communication platforms and information repositories.

3. Vendor & Administrative Coordination

• Coordinate with service providers and vendors to support project implementation and workplace activities.
• Support procurement and administrative processes related to workplace improvement projects.

4. Knowledge Management & Continuous Improvement

• Support the development and maintenance of workplace standards, guidebooks, typologies and operational frameworks.
• Capture lessons learnt, project insights and best practices to build reusable organisational knowledge and reduce reinvention across projects.
• Maintain workplace knowledge repositories, templates, specifications and reference materials to support consistent project delivery and decision-making

B. Corporate Administration

1. Gift Declaration Management
   • Administer and coordinate the gift declaration process in accordance with A*STAR's prevailing policies and guidelines.
   • Maintain gift declaration records and registers, including monitoring submissions and following up on outstanding matters.
   • Respond to enquiries and facilitate the necessary approvals and documentation.

2. Travel Management
   • Support the administration and management of corporate travel arrangements and contracts with appointed travel agents.
   • Liaise with appointed travel agents and internal stakeholders on travel-related enquiries, booking issues and other operational matters.
   • Administer and maintain records of staff air miles declarations, including coordinating submissions and following up on outstanding matters in accordance with prevailing policies and guidelines.
   • Support travel management tender exercises, contract renewals and extensions, including coordination of relevant documentation and procurement requirements.
   • Coordinate travel agents' performance reviews and follow up on service-related feedback and issues, where required.

3. Hotel Management
   • Support the administration of corporate hotel arrangements and contracts.
   • Coordinate with appointed hotels and internal stakeholders on operational matters and enquiries.
   • Assist with contract renewals, tender exercises and related administrative processes.

4. Insurance Management
   • Coordinate with the appointed insurance broker and internal stakeholders on insurance-related matters, including policy administration, renewals and claims enquiries.
   • Support annual insurance renewal and asset declaration exercises, including consolidation of information from relevant stakeholders.
   • Maintain insurance-related records and facilitate follow-ups on outstanding matters.

5. Season Parking Management
   • Administer and coordinate season parking arrangements, including applications, renewals, cancellations and related enquiries.
   • Liaise with relevant stakeholders and service providers on season parking matters.
   • Maintain parking records and follow up on operational issues as required.

6. Personal Assistant and Administrative Support
   • Provide secretarial and administrative support, including calendar management, scheduling of meetings and coordination of appointments.
   • Assist with meeting arrangements, correspondence and other administrative matters as required.

General Responsibilities

• Coordinate with internal and external stakeholders to facilitate timely follow-up and resolution of operational matters.
• Maintain accurate records and documentation in accordance with established procedures.
• Support process improvements to enhance administrative efficiency and service delivery.
• Perform other related duties as assigned.