Manager (Secretariat & Planning)

Singapore Polytechnic; Singapore; On-site; SGD 70,000 - 100,000; Full time

Job summary

Singapore Polytechnic invites applications for a Manager, Secretariat & Planning to support the Registrar’s Office in governance, secretariat, student discipline and graduation planning. The role involves coordinating complex administrative processes, guiding teams and engaging stakeholders to ensure effective delivery.

The ideal candidate holds a university degree, with 4+ years’ governance or secretariat experience, strong writing and analytical skills, and proficiency in Microsoft 365.

Qualifications

• University degree in any discipline.
• 4+ years in governance, secretariat, or related functions.
• Experience with boards and disciplinary processes is advantageous.
• Strong writing and analytical skills; ability to interpret policies and precedents.

Responsibilities

• Provide secretariat support for governance platforms (Board of Studies, Board of Governors, committees).
• Plan agendas, papers, minutes, and follow-up actions.
• Liaise with internal and external stakeholders on governance matters.
• Support board renewal processes and documentation.
• Advise on student disciplinary frameworks and process reviews.
• Lead graduation ceremony planning and stakeholder communications.
• Support departmental planning, reporting, and incident management.
• Guide team members to ensure quality, timeliness and service delivery.
• Utilise digital tools to improve meeting prep and workflow efficiency.

Skills

Strong writing

Analytical thinking

Organisational skills

Stakeholder engagement

Microsoft 365 proficiency

Discretion & accountability

Team leadership

Planning & coordination

Education

Bachelor's degree

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.

About Singapore Polytechnic

As Singapore’s first polytechnic, Singapore Polytechnic (SP) prides ourselves in providing the best learning experience for our students in pre-employment and continuing adult education. The mission of SP is to prepare our learners to be life ready, work ready and world ready. Our vision is to be a caring community of inspired learners committed to serving with mastery.