Senior Executive, Research (Admin & Support)

National Dental Centre Singapore; Outram; On-site; CAD 70,000 - 90,000; Full time

Job summary

A prominent dental research institution in Nova Scotia is seeking a Senior Executive, Research to support the management of events and research programmes. The ideal candidate will have a background in Life Science and at least 3 years of experience in event coordination, with strong communication and organizational skills. Responsibilities include facilitating grant management, handling procurement, and ensuring successful execution of various research events.

Qualifications

• Minimum 3 years of relevant working experience in research/healthcare organizations.
• Experience with event and programme organization, planning and coordination preferred.
• Meticulous and responsive with excellent communication and writing skills.

Responsibilities

• Support management of events and research programmes.
• Perform secretarial duties for meetings and events.
• Coordinate logistics and ensure smooth execution of events.

Skills

Event coordination

Communication skills

Budget management

Problem-solving

Organizational skills

Education

Bachelor in Life Science or related field

Job description

Senior Executive, Research (Admin & Support)

Support Deputy Chief Executive Officer, Research and Education, Director, Research, and Senior Assistant Director, Research on managing events and supporting research programmes and initiatives of the National Dental Centre Singapore (NDCS), National Dental Research Institute Singapore (NDRIS) and the Oral Health Academic Clinical Program (ORH ACP).

Report to the Senior Manager, Research in the following areas

Grant Management and Procurement

Support and manage the NMRC Centre Grant and research grants awarded to NDCS.

Assist NDCS principal investigators and clinician researchers to coordinate grant applications, manage awarded grants.

Develop grant proposals for research programmes e.g. pitch-for-grant seed funding programme and prepare research cases for support to attract philanthropy funding.

Facilitate key performance indicators tracking

Draft progress reports

Support and manage the Grant Finance System and Procurement System

Create new grants Cost Centers and IO on the SAP and finance system

Monitor grant budget and utilization

Handle procurement matters e.g. Invitation to Quote (ITQ), Waiver of competition (WOC)

Research administration and operation

Perform secretariat duties for meetings (e.g. committee, workgroup, events, and programmes), coordinate meetings, record and vet minutes, follow-up on matters arising from the meetings

Prepare meeting materials and coordinate research-related meetings for events and programmes

Work with SingHealth's Legal department in Preparation, drafting, negotiation, and execution of agreements for events and programmes

Develop proposals for event and programme, and procure approvals

Event and programme planning and coordination:

Distil the requirements and needs of the event and programme, select and procure the appropriate venue, possess good knowledge of geographic locations and their main attractions for post-meeting networking, organize audio-visual equipment in advance or procure similar services from third parties, coordinate hotels and transportation and F&B catering;

Oversee the set-up, execution and conclusion of event and programmes; oversee venue logistics and seating arrangement, preparation and distribution of event and programme collaterals and materials;

Prepare and disseminate event and programme briefs for attendees or logistics counterparts.

Event and programme marketing and procurement:

Prepare and design collaterals for marketing the event and programme and timely registration/RSVP to ensure positive attendance and participation at the event and programme; oversee photo-taking, design and updates of event and programme websites, social media, brochures, and marketing materials;

Liaise with NDCS Comms on marketing coverage at SingHealth/Cluster level;

Manage and propose budget for the event and programme, track and monitor expenses does not exceed budget, review bills before seeking approvals for payments, prepare ITQ and WOC paperwork with justification to seek approvals, liaise with Finance and Procurement department to ensure the procurement process goes smoothly and timely.

Relationship building and hosting of GOH, VVIP, trainers, and guest speakers:

Prepare and distribute invitation emails, and letter of invitations;

Source sponsorship and prepare billing receipts;

Make arrangement and booking of accommodation and transport for guest speakers arriving at or departing from airport or places of attraction, and payment of honorarium

Requirements:

Bachelor in Life Science or other related field with minimum 3 years of relevant working experience in research/healthcare organizations related to event coordination, marketing or communication roles

Experience with event and programme organization, planning and coordination is preferred

Experience with budget preparation and inter-personal relationship would be advantageous

Meticulous and responsive with excellent communication and writing skills

Able to perform under minimal supervision and tight deadline, and handle uncertainty

Highly motivated with ability to work under pressure and thrive under challenging conditions

Able to prioritise workload and meet strict deadlines