Senior Executive (Administration and Events Support)

National University of Singapore; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

National University of Singapore is seeking a senior administrative coordinator to manage the Co-Director's calendar, plan meetings, and coordinate seminars, workshops, and conferences.

You will handle budgets, payments, procurement support, and records management, requiring strong organizational and communication skills, independence, and attention to detail.

Qualifications

• Bachelor's degree in Business Administration, Communications, Event Management, or related field.
• At least 2 years of experience in senior admin support, operations coordination, or event management in relevant sectors.
• Experience planning and executing meetings, seminars, conferences.
• Experience with financial management, budgeting, and expense tracking.
• Proficiency in MS Office, virtual meeting tools, and PM software.

Responsibilities

• Manage Co-Director's calendar and schedule meetings.
• Prepare meeting agendas and circulate materials; send invitations and reminders.
• Take accurate meeting minutes and follow up on action items.
• End-to-end organisation of seminars, workshops, conferences, and Centre events.
• Coordinate with speakers, arrange travel/accommodation, book venues.
• Manage participant registration and event communications.
• Oversee on-day logistics: venue setup, registration, catering, AV, vendor coordination.
• Process registrations and manage event payments/receipts; prepare claims and reimbursements.
• Maintain budgets and expenditure records; ensure compliance with University policies.
• Coordinate with departments and vendors; maintain administrative records and databases; support procurement activities; prepare correspondence and reports.

Skills

Organizational skills

Time-management

Interpersonal skills

Communication skills

Independent work

Education

Bachelor's degree in Business Administration/Communications/Event Management

Tools

Microsoft Office Suite

Virtual meeting tools

Project management software

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

Duties & Responsibilities

Calendar, Scheduling & Meeting Management

• Manage Co-Director's calendar and schedule meetings
• Prepare meeting agendas and circulate materials
• Send invitations and reminders
• Take accurate meeting minutes and follow up on action items

Event Management & Coordination

• End-to-end organisation of seminars, workshops, conferences, and Centre events
• Coordinate with speakers, arrange travel/accommodation, book venues
• Manage participant registration and event communications
• Oversee on-day logistics: venue setup, registration, catering, AV, vendor coordination

Financial Administration & Compliance

• Process registrations and manage event payments/receipts
• Prepare claims, reimbursements, and speaker payments
• Maintain budgets and expenditure records
• Ensure compliance with University policies

Administrative Support & Records Management

• Coordinate with departments and vendors
• Maintain administrative records and databases
• Support procurement activities
• Prepare correspondence and reports

Qualifications

• Bachelor's degree in Business Administration, Communications, Event Management, or a related field.
• At least 2 years of experience in senior administrative support, operations coordination, or event management within higher education, research, healthcare, or government sectors.
• Demonstrated experience in planning and executing meetings, seminars, workshops, and conferences.
• Proven background in financial management, budgeting, and expense tracking.
• Proficiency in Microsoft Office Suite, virtual meeting tools, and project management applications.
• Exceptional organizational and time-management skills with a strong eye for detail.
• Ability to work independently with minimal supervision while maintaining strong interpersonal and communication skills.