Manager, Management Support, S&A Corporate Services, ARTC

A*STAR RESEARCH ENTITIES; Singapore; On-site; SGD 80,000 - 100,000; Full time

Job summary

A leading research institution in Singapore is seeking a Senior Executive Secretary to manage executive support and lead a secretarial team. The ideal candidate has at least 8 years of experience in similar roles, demonstrating strong organizational and multitasking skills. Responsibilities include managing calendars, overseeing secretary staff, and developing processes for governance and compliance. This role requires proficiency in MS Office and effective communication skills, making it essential for a dynamic and evolving environment.

Qualifications

• At least 8 years of experience in executive support, office management, or similar roles.
• Experience in leading secretarial teams or overseeing administrative staff.
• Adaptable and able to respond to shifting priorities.

Responsibilities

• Manage calendars, meetings, travel arrangements, and correspondence for senior leaders.
• Lead and supervise secretary staff, ensuring alignment with organizational standards.
• Establish and maintain best practices, guidelines, and standard operating procedures for administrative functions.

Skills

Organizational skills

Multitasking

Effective communication

Attention to detail

Education

Diploma in Business Administration or related field

Tools

MS Office

Job description

Key Responsibilities

Secretarial & Administrative Support:

• Efficiently manage calendars, meetings, travel arrangements, and correspondence for senior leaders.
• Handle purchase requisitions for supported divisions and offices, ensuring timely processing and compliance with organisational procedures.
• Prepare reports, presentations, and briefing materials with accuracy and within deadlines.
• Provide reception support as required, assisting visitors appropriately.
• Maintain up-to-date distribution and contact lists for divisions and offices to support internal and external communications.

Secretarial Team Management:

• Lead and supervise all secretary staff, ensuring alignment with organisational standards and best practices.
• Deliver ongoing guidance, training, and performance oversight to maintain high service quality.
• Develop processes for workload distribution and cross-coverage during staff absences.
• Assist in onboarding new hires within supported divisions and offices.

Process Development & Governance:

• Establish and maintain best practices, guidelines, and standard operating procedures for secretarial and administrative functions.
• Continuously review and improve processes to enhance efficiency and compliance with organisational policies.

Event Management:

• Assist in planning and executing internal and external events in collaboration with MarComm.
• Provide comprehensive administrative support for events and visits to ensure successful outcomes.

JOB REQUIREMENTS

• Diploma in in Business Administration or related field
• At least 8 years of experience in executive support, office management, or similar roles.
• Experience in leading secretarial team or overseeing administrative staff.
• Excels in organisation and multitasking, demonstrating strong attention to detail.
• Communicates effectively and interacts well with others.
• Skilled in using MS Office and various collaboration tools.
• Adaptable and able to respond to shifting priorities.
• Demonstrates an eagerness to learn new skills and technology.

The above eligibility criteria are not exhaustive. A*STAR may include additional selection criteria based on its prevailing recruitment policies. These policies may be amended from time to time without notice. We regret that only shortlisted candidates will be notified.