Executive, Administrative and Operations

National University of Singapore; Singapore; On-site; SGD 33,000 - 56,000; Full time

Job summary

The National University of Singapore seeks an Administrative Executive to support the IORA research facilities in Singapore. You will gain hands-on experience across procurement, HR matters, student PhD administration, and events within a small, collaborative team.

As an entry-level professional, you will coordinate visits, manage claims, assist with onboarding of visiting researchers and students, and help plan flagship events, seminars, and collaborations with international partners.

Qualifications

• Recent university graduate or 1–2 years of administrative experience.
• Strong teamwork and communication skills.
• Excellent organizational skills and attention to detail.
• Proficiency in Microsoft Office.
• Procurement, events, and HR exposure is a plus but not required.

Responsibilities

• Own end-to-end procurement operations for two research facilities.
• Oversee pantry supply planning and facilities asset verification.
• Coordinate visiting students and researchers from application to onboarding.
• Support NSWS hiring across concurrent projects.
• Plan meetings and flagship events; coordinate stakeholder visits.
• Process conference and travel claims in line with policies.

Skills

Team player

Organisational skills

Attention to detail

Communication skills

MS Office proficiency

Education

Recent university graduate (or 1-2 years experience)

Tools

Microsoft Office Suite

Job description

Company description:

The National University of Singapore is the national research university of Singapore. Founded in 1905 as the Straits Settlements and Federated Malay States Government Medical School, NUS is the oldest higher education institution in Singapore

Job description:

About the Role

IORA is looking for an enthusiastic and organised Administrative Executive to support the day-to-day operations of our research facilities. This is an excellent opportunity for an entry-level to start their career in a dynamic, collegial research environment where you'll work closely with researchers, students, and visiting scholars from around the world.

As part of a small, close-knit admin team, you won't be boxed into a single function. Instead, you'll gain hands‑on exposure across a wide range of areas — from grant management and research project support to HR matters, student PhD administration, and event management. This breadth is by design: our lean team structure means every member gets to see how a research institute really operates end‑to‑end, making this role especially attractive for a graduate who wants to learn fast, wear multiple hats, and figure out where their strengths lie early in their career.

You'll be part of a supportive team where your contributions are visible and valued, with a friendly, collegial atmosphere and exposure to cutting‑edge research collaborations and international visitors.

Key Responsibilities

Operations, Procurement & Facilities Management

• Own end-to-end procurement operations for both Corp Lab and IORA — including equipment, pantry supplies, stationery, and printing consumables — ensuring the smooth, uninterrupted running of two research facilities
• Oversee pantry supply planning to maintain a well‑stocked, welcoming environment for staff, students, and visitors
• Take ownership of asset and facilities management across both sites, including asset verification, tagging, and lifecycle tracking, ensuring full accountability and audit‑readiness

International Visitor & Talent Coordination

• Serve as the key point of contact for visiting students, managing the full journey from Training Employment Pass (TEP) applications through seat assignment and onboarding — shaping their first impression of IORA

Workforce & Hiring Coordination

• Coordinate Non‑Student Work Scheme (NSWS) hiring across multiple concurrent research projects, supporting the Lab's ability to scale its research capacity

Stakeholder Engagement, Events & Institutional Profile

• Plan and coordinate meetings and high‑profile visits, often involving senior stakeholders and external partners
• Play a central role in organising flagship IORA events — including publicity campaigns and signing ceremonies — that raise the institute's profile and visibility
• Drive the planning and execution of IORA and joint seminars, contributing directly to the institute's thought leadership and research dissemination

Financial Administration & Claims Governance

• Manage the processing of conference claims for Corp Lab and other research collaborations, ensuring accuracy and compliance with institutional finance policies
• Process travel claims for the Director of IORA, supporting the Director's regional and international engagements

What We're Looking For

• A recent university graduate (any discipline) or candidates with up to 1-2 years of relevant experience
• Strong team player with a positive, can‑do attitude
• Good organisational skills and attention to detail
• Ability to multi‑task and manage priorities across a variety of administrative functions
• Good written and verbal communication skills
• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• A service‑oriented mindset, comfortable liaising with students, staff, and international visitors
• Prior exposure to procurement, events, or office administration is a plus but not required — training will be provided

Why Join Us

• Supportive and collegial team environment
• Opportunity to work alongside researchers and international collaborators
• Rare, well‑rounded exposure for an entry‑level role — spanning grant management, research project management, HR matters, student PhD matters, and event management — a direct result of working within a small, close‑knit team
• A great launchpad role for building a long‑term career in research administration or operations

Career Progression

This role is designed to grow with you. As you gain familiarity with our operations, there is room to take on greater ownership — for example, leading procurement planning, coordinating larger events and seminars, or taking charge of onboarding processes for visiting students and new hires. Strong performers can progress toward a Senior Administrative Executive or Lab/Operations Manager track, with opportunities to broaden into areas such as HR coordination, finance administration, or research project support, depending on interest and performance. We are committed to supporting staff development through on‑the‑job mentoring, exposure to cross‑functional work, and relevant training courses.