Senior Associate / Associate, Research Office

A*STAR - Agency for Science, Technology and Research; Singapore; On-site; SGD 40,000 - 70,000; Full time

Job summary

A*STAR seeks a proactive administrative professional to support the AIR group, coordinating meetings, preparing materials, and managing documentation. The role involves working with internal teams and external partners to ensure smooth operations.

The successful candidate will handle scheduling, archival tasks, and event logistics, contributing to overall efficiency across AIR and related offices.

Qualifications

• At least 3 years of administrative experience.
• Proactive, well-organised, detail-oriented and quality conscious.
• Strong learning agility and adaptability.
• Proficient with online meeting platforms (MS Teams, Zoom, Webex).
• Good written and verbal communication skills.

Responsibilities

• Assisting in scheduling meetings for GD AIR and D AIR Planning.
• Providing secretarial, administrative and logistical support for AIR’s and corporate meetings.
• Coordinating with internal and external stakeholders on meeting platforms.
• Assisting in knowledge management and documentation housekeeping.
• Ensuring AIR database master calendar/live docs are up to date.
• Assisting in event planning and management of AIR events (Townhalls, Conferences).
• Providing administrative support for AIR Business Units as assigned by GD AIR.

Skills

Team player

Organised

Attention to detail

Communication skills

Proactive

Tools

MS Teams

Zoom

Webex

Job description

Job Description

A*STAR directs and undertakes mission‑oriented research to transform Singapore into a knowledge‑based and innovation‑driven economy.

A*STAR Graduate Academy (A*GA), International Partnerships Office (IPO) and Research Office (RO) (AIR) support A*STAR and its researchers in pushing the scientific frontier. Led by the Deputy Chief Executive (Research), the day‑to‑day operations of AIR are managed by Group Director, AIR. We are seeking a dynamic and proactive individual to join our Team.

Responsibilities

• Assisting in scheduling meetings for GD AIR and D AIR Planning;
• Providing secretarial, administrative and logistical support for AIR’s and corporate meetings (e.g. scheduling of meetings for your principals, collation of agenda, attendance, materials, venue setup, recording notes for meetings, tracking of matters arising from meetings etc.);
• Coordinating with internal and external stakeholders on various meeting platforms;
• Assisting in knowledge management process via housekeeping and archiving of documentation pertaining to meeting slides and record of decisions;
• Ensuring that AIR database (including master calendar/live docs) is updated in a timely and accurate manner;
• Assisting in event planning and management of events (e.g. Townhalls, Conferences, Leadership retreats);
• Providing administrative and operational support for AIR Business Units (BUs) as assigned by GD AIR;
• Assisting in the procurement and admin activities such as pre and post travel arrangements; and
• Assisting with coordination and collation of work between AIR and HQ/Research Institutes regarding requests for information.

Requirements

• At least 3 years of administrative experience preferred;
• Team player, pro‑active, quality conscious, well‑organised, attentive to details and results‑oriented;
• High learning agility and adaptability to changing business needs of the organisation and department;
• Proficient in online meeting platforms such as MS Teams, Zoom, Webex;
• Good communication (written and verbal) and interpersonal skills to engage internal and external stakeholders;
• Adept at performing information archival and knowledge management (e.g., for department’s content and record of decisions).