Associate Director (Dean's Office)

College of Design and Engineering; Singapore; On-site; SGD 90,000 - 120,000; Full time

Job summary

A prestigious academic institution in Singapore is seeking an experienced strategic leader to provide critical support in managing relationships with stakeholders and organizing high-level executive meetings. The ideal candidate will have at least 10 years of experience in an executive administrative role, preferably in higher education. Strong communication, organizational, and analytical skills are essential, alongside proficiency in the Microsoft Office Suite. This role involves leading cross-functional projects and managing correspondence for the Dean.

Qualifications

• Minimum 10 years of relevant experience in an executive administrative or personal assistant role.
• Preferably in the higher education environment with proven experience supporting senior leadership.
• Strong analytical, project management, and problem-solving skills.

Responsibilities

• Provide critical support in managing relationships with stakeholders.
• Organize high-level executive meetings with strategic alignment.
• Lead the creation of high-impact reports and presentations.
• Take a leadership role in executing cross-functional projects.
• Manage the Dean's email and correspondence system.

Skills

Communication skills

Organizational skills

Project management

Analytical skills

Interpersonal skills

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office Suite

Job description

Job Description

• Strategic Leadership & Stakeholder Engagement: Provide critical support in managing relationships with key internal & external stakeholders, including senior leadership, faculty, government representatives, & donors. Lead proactive efforts to expand & strengthen partnerships, ensuring the Dean’s initiatives are effectively communicated & supported at all levels of the college.
• Executive & Organizational Leadership: Organize high-level executive meetings, ensuring strategic alignment across departments. Develop clear action plans, facilitate key decision-making processes, & ensure accountability for follow-through on key initiatives. Identify areas for operational improvement, offering actionable recommendations to the Dean & senior leaders to drive efficiency & effectiveness.
• Comprehensive Report & Presentation Management: Lead the creation of high-impact reports, presentations, & proposals for senior leadership & external stakeholders. Work collaboratively with the Dean & senior leaders to develop documents that highlight key institutional achievements & goals, ensuring alignment with both long-term strategic objectives & short-term institutional needs.
• Project Leadership & Initiative Ownership: Take a leadership role in designing, managing, & executing cross-functional projects that align with the Dean’s strategic goals. Oversee the full project lifecycle, from ideation to execution, including resource allocation, timeline management, risk assessment, & stakeholder communication. Ensure that projects are completed on time, within budget, & meet the desired outcomes, with clear metrics for success.
• Enhanced Calendar & Time Management: Employ advanced time management strategies to optimize the Dean’s schedule, ensuring that time is allocated efficiently to high-priority strategic activities. Coordinate all logistics for complex & high-stakes meetings, ensuring all stakeholders are aligned & prepared for discussions that drive significant institutional outcomes.
• Comprehensive Email & Communication Oversight: Manage the Dean’s email & correspondence system with a high level of expertise, ensuring critical issues are flagged & prioritized. Implement a streamlined approach for communication management that enhances decision-making & allows the Dean to focus on high-impact activities while ensuring no important correspondence is overlooked.
• Data Analysis, Reporting, & Decision Support: Lead the analysis & synthesis of institutional data to inform strategic decisions. Gather key insights from various stakeholders & present them in a clear, actionable format that empowers the Dean & senior leadership to make informed, data-driven decisions that support institutional growth & the achievement of key outcomes.
• Confidentiality & Governance Oversight: Exercise impeccable judgment in handling sensitive information & institutional governance matters, maintaining the highest standards of confidentiality & professionalism. Ensure that all strategic communications & actions are aligned with the university’s governance policies & ethical standards.
• Stay Abreast of Industry Best Practices: Take an active role in staying informed of best practices in higher education, leadership, & project management.

Qualifications

• Bachelor’s degree or equivalent with minimum 10 years of relevant experience in an executive administrative or personal assistant role.
• Preferably in the higher education environment with proven experience supporting senior leadership.
• Meticulous, self-driven and people-oriented, with strong communication and interpersonal skills to collaborate with stakeholders at all levels.
• Excellent verbal and written skills, with the ability to draft reports and presentations.
• Strong organizational and multitasking skills, with the ability to prioritise tasks and meet deadlines.
• Strong analytical, project management and problem-solving skills.
• Ability to work both independently and collaboratively as part of a team and handle sensitive information.
• Experience in strategic planning and execution, and ability to manage high-level, cross-functional projects and demonstrated experience in leading process improvement initiatives.
• Proficient in Microsoft Office Suite.

More Information

Location: Kent Ridge Campus

Organization: College of Design and Engineering

Department: Dean's Office (College of Design & Eng)

Employee Referral Eligible:

Job requisition ID: 31188