Executive Admin & Department Coordination Specialist

National University of Singapore; Singapore; On-site; SGD 45,000 - 78,000; Full time

Job summary

The National University of Singapore, College of Design and Engineering, Chemical and Biomolecular Engineering unit, invites applications for a Management Assistant Officer role. You will support the Head of Department with calendar management, meeting arrangements, and follow-ups, and coordinate visitor arrangements including TE P applications and accommodations.

You will also assist with departmental activities, onboarding, records management, and day-to-day administrative tasks, requiring

Qualifications

• Diploma or general degree, with 3-5 years of relevant administrative experience.
• Good communication and interpersonal skills, with integrity and discretion in handling confidential matters.
• Experience in administrative coordination or departmental operations would be an advantage.
• Able to multitask, manage competing priorities and work effectively with stakeholders at different levels.
• Meticulous, resourceful and able to work independently with strong follow-through.
• Able to handle challenges calmly, exercise good judgement and seek guidance when necessary.
• Proficient in Microsoft Office applications and common administrative systems.

Responsibilities

• Provide administrative and secretariat support to the Head of Department, including calendar management, meeting arrangements and related follow-ups.
• Coordinate administrative arrangements for academic visitors, including Training Employment Pass (TEP) applications, accommodation, documentation and other related matters.
• Support the planning and coordination of departmental activities, including meetings, seminars, workshops and visits.
• Liaise with academic staff, visitors, University offices and relevant administrative teams to facilitate departmental activities and arrangements.
• Support general departmental administration, including logistical arrangements, access control and other day-to-day administrative matters.
• Manage the Department Secretary's email account, ensuring timely dissemination of information and follow-up on enquiries and requests.

Skills

Communication skills

Interpersonal skills

Integrity and discretion

Multitasking

Microsoft Office

Education

Diploma or general degree

Tools

Microsoft Office

Job description

The National University of Singapore, College of Design and Engineering, Chemical and Biomolecular Engineering unit, invites applications for a Management Assistant Officer role. You will support the Head of Department with calendar management, meeting arrangements, and follow-ups, and coordinate visitor arrangements including TE P applications and accommodations.

You will also assist with departmental activities, onboarding, records management, and day-to-day administrative tasks, requiring