Senior Executive, Administrative & Secretarial Support

Nanyang Technological University; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading educational institution in Singapore seeks a Senior Executive for Administrative & Secretarial Support. The successful candidate will assist the Director with diary management, meeting coordination, and provide essential secretarial functions. Applicants should hold a diploma or degree and possess at least 3 years of relevant experience, particularly in an educational context. Proficiency in MS Office is essential, along with strong communication and organizational skills.

Qualifications

• 3 to 5 years of relevant secretarial experience, preferably in higher education.
• Proven ability to manage multiple priorities and tasks.

Responsibilities

• Assist in managing the Director’s diary and coordinate meetings.
• Provide secretarial support, including meeting minutes and documentation.
• Handle administrative support for events and activities.

Skills

Proficiency in MS Office

Strong time-management abilities

Good interpersonal skills

Ability to handle sensitive information

Education

Diploma or Bachelor’s degree

Tools

SAP Concur

Ariba

Teams

Zoom

Job description

Senior Executive, Administrative & Secretarial Support page is loaded

Senior Executive, Administrative & Secretarial Support

Apply locations NTU Main Campus, Singapore time type Full time posted on Posted Yesterday job requisition id R00019024

Nanyang Centre for Public Administration (NCPA) at NTU is Asia’s leading institution in public administration education and research. Through its varied premium programmes and activities, NCPA actively promotes good governance and public services, facilitates knowledge exchanges, and strengthens cooperation among governments across the world.(Please refer to the website for more information: https://www.ntu.edu.sg/ncpa ).

The Centre is looking for highly motivated individual to support the RO in providing administrative and secretarial functions to ensure a smooth and overall efficient running of its daily operation.

Job Responsibilities:

• Assist in managing Director’s diary and coordinate meetings, appointments, venue bookings, etc.

• Assist in Director’s travel requests, bookings and reimbursement of claims, research related expenses, in a timely and efficient manner.

• Provide secretarial support for meetings, including responsible for scheduling, preparation and collation of reports, taking minutes of meetings and maintaining records, ensuring follow up of action items and discussions etc.

• Review and verify all documents seeking Director’s approval.

• Prepare various reports, documents and correspondences.

• Maintain an excellent filling and retrieval system of records and confidential documents.

• Provide administrative and organisational support for Centre’s events and other activities.

• Plan and coordinate meetings/events, visits by visiting professors, scholars, external guests, delegation. Assist in drafting invitations, visit programme etc.

• Act as liaison for meeting, events and activities. Manage various stakeholders both internal and external parties professionally and ensuring effective communications and prompt follow-up throughout the process.

• Liaise and follow up with NTU/LSO pertaining to legal/contractual agreement relating to academic and staff exchange by working closely with relevant programmes.

• Assist in temporary staff engagements, new and renewal, computer account application. Coordinate with agencies and respective programmes in support of hiring requirements.

• Assist in part-time lecturer (PTL) matters relating to new, renewal applications, timely tracking of claims and adhere to financial procedures.

• Other ad-hoc duties as assigned by the Directors or Assistant Director.

Job Requirements:

• Diploma or Bachelor’s degree in relevant disciplines.

• Proficiency in MS Office (Word, Excel, PowerPoint) is essential; familiarity with SAP Concur, Ariba, Teams, and Zoom is an advantage.

• 3 to 5 years of relevant secretarial experience, preferably with prior experiences within an institute of higher learning.

• Strong time-management abilities with an ability for managing multiple priorities and tasks.

• Good interpersonal and communication skills

• Excellent interpersonal and communication skills, capable of interacting effectively with diverse stakeholders.

• Proven ability to handle sensitive information discreetly while maintaining confidentiality and integrity.

• A motivated team player who can work independently, prioritize tasks, and remain resourceful under pressure, with a strong sense of responsibility and meticulous.

Hiring Institution: NTU

About Us

NTU is also home to world-class autonomous institutes – the National Institute of Education, S Rajaratnam School of International Studies, Earth Observatory of Singapore, and Singapore Centre for Environmental Life Sciences Engineering – and various leading research centres such as the Nanyang Environment & Water Research Institute (NEWRI) and Energy Research Institute @ NTU (ERI@N).

Ranked amongst the world’s top universities by QS, NTU has also been named the world’s top young university for the past seven years. The University’s main campus is frequently listed among the Top 15 most beautiful university campuses in the world and has 57 Green Mark-certified (equivalent to LEED-certified) buildings, of which 95% are certified Green Mark Platinum. Apart from its main campus, NTU also has a campus in Novena, Singapore’s healthcare district.

Under the NTU Smart Campus vision, the University harnesses the power of digital technology and tech-enabled solutions to support better learning and living experiences, the discovery of new knowledge, and the sustainability of resources.