Manager (Secretariat & Planning)

Public Service Division; Singapore; On-site; SGD 90,000 - 120,000; Full time

Job summary

Singapore Polytechnic is seeking a Manager, Secretariat & Planning to support the Registrar’s Office in governance, secretariat, student discipline, planning and graduation activities.

You will lead secretariat for Boards and committees, prepare agendas and minutes, liaise with Schools and MOE, oversee graduation ceremonies, and guide a team to deliver high-quality governance and event delivery.

Qualifications

• A university degree in any discipline.
• At least 4 years of governance, secretariat or academic administration experience.
• Experience in an Institute of Higher Learning or public sector is a plus.

Responsibilities

• Lead and coordinate secretariat support for governance platforms such as Boards and committees.
• Plan meeting agendas, papers, minutes, submissions, and follow-up actions.
• Liaise with Schools, MOE and external parties on governance matters.
• Support Board renewal and related governance processes.
• Provide secretariat support for student disciplinary matters and prepare case documents.
• Advise on disciplinary frameworks and review processes.
• Lead graduation ceremony planning and related communications.
• Support planning, reporting, incident management and strategic initiatives.
• Supervise staff to ensure effective work planning and delivery.
• Utilize digital tools to improve meeting prep, events and workflows.

Skills

Governance coordination

Stakeholder engagement

Policy interpretation

Strong writing

Strategic planning

Education

University degree in any discipline

Tools

Microsoft 365

Word

Excel

PowerPoint

Teams

AI-enabled tools

Job description

[What the role is]

Plaque of Commendation (Gold) – NTUC May Day Awards 2026

Most Positive Workplace Collaboration Award – Singapore International Chamber of Commerce (SICC) Awards 2025

The Straits Times Singapore’s Best Employers for 2024, 2025 & 2026

The Manager, Secretariat & Planning, will support the Registrar’s Office in overseeing key governance, secretariat, student discipline, planning and graduation-related functions at Singapore Polytechnic. The role involves coordinating complex administrative processes, supporting senior management and governance platforms, engaging a range of stakeholders, and guiding team members to ensure effective delivery of the Office’s responsibilities.

[What you will be working on]

• Lead and coordinate secretariat support for key governance platforms, such as Board of Studies, Board of Governors, and relevant management committees.
• Plan and prepare meeting agendas, papers, minutes, submissions and follow-up actions, ensuring accuracy, timeliness and alignment with established governance protocols.
• Liaise with internal and external stakeholders, including Schools, Departments, MOE and other relevant parties, on Board, academic and governance-related matters.
• Support Board renewal and related governance processes, including coordination of documentation, communications and submissions.
• Provide secretariat and advisory support for student disciplinary matters, including preparation of case documentation, minutes, notifications and outcome letters.
• Advise on the application of student disciplinary frameworks, precedents and processes, and support reviews or refinements where required.
• Lead the planning and coordination of graduation ceremonies and related activities, including session planning, guest speaker nominations, scripts, procession notes and stakeholder communications.
• Support the Registrar and senior management in departmental planning, coordination, reporting, incident management, coordinating of visits and strategic initiatives.
• Supervise and guide team members to ensure effective work planning, execution, service delivery and continuous improvement.
• Use digital, productivity and multimedia tools to support meeting preparation, event execution, documentation and workflow efficiency.

[What we are looking for]

• A university degree in any discipline.
• At least 4 years of relevant experience in governance, corporate secretariat, academic administration, student affairs, policy administration, regulatory compliance or related functions.
• Experience in an Institute of Higher Learning, public sector agency or statutory board, with exposure to supporting Boards, management committees, disciplinary processes or formal secretariat work, would be an advantage.
• Strong writing skills, with the ability to prepare clear, accurate and well-structured papers, minutes, letters and reports.
• Strong analytical, critical thinking and judgement skills, with the ability to interpret policies, frameworks and precedents appropriately.
• Excellent organisational, planning and coordination skills, with the ability to manage multiple deadlines and stakeholders.
• Good stakeholder engagement and communication skills, including the confidence to liaise with senior management and external agencies.
• Proficiency in Microsoft 365 and digital productivity tools, including Word, Excel, PowerPoint, Teams and AI-enabled tools.
• Meticulous, discreet and professional, with a strong sense of accountability and service orientation.
• Experience in supervising staff or leading teams would be preferred.

Successful candidate will be offered a 2-year contract in the first instance.

If you are shortlisted for the position, you should hear from us within 30 days of the closing date of the advertisement.