Senior Executive, Administrative & Secretarial Support

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 a 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:

1. Assist in managing the Director’s diary and coordinate meetings, appointments, venue bookings, etc.
2. Assist in the Director’s travel requests, bookings, and reimbursement of claims, research-related expenses, in a timely and efficient manner.
3. Provide secretarial support for meetings, including scheduling, preparation and collation of reports, taking minutes of meetings, and maintaining records, ensuring follow-up of action items and discussions.
4. Review and verify all documents seeking the Director’s approval.
5. Prepare various reports, documents, and correspondences.
6. Maintain an excellent filing and retrieval system of records and confidential documents.
7. Provide administrative and organisational support for the Centre’s events and other activities.
8. Plan and coordinate meetings/events, visits by visiting professors, scholars, external guests, and delegations. Assist in drafting invitations and visit programmes.
9. Act as a liaison for meetings, events, and activities. Manage various stakeholders, both internal and external parties, professionally, ensuring effective communications and prompt follow-up throughout the process.
10. Liaise and follow up with NTU/LSO pertaining to legal/contractual agreements relating to academic and staff exchange by working closely with relevant programmes.
11. Assist in temporary staff engagements, new and renewal, computer account applications. Coordinate with agencies and respective programmes in support of hiring requirements.
12. Assist in part-time lecturer (PTL) matters relating to new and renewal applications, timely tracking of claims, and adherence to financial procedures.
13. Other ad-hoc duties as assigned by the Directors or Assistant Director.

Job Requirements:

1. Diploma or Bachelor’s degree in relevant disciplines.
2. Proficiency in MS Office (Word, Excel, PowerPoint) is essential; familiarity with SAP Concur, Ariba, Teams, and Zoom is an advantage.
3. 3 to 5 years of relevant secretarial experience, preferably with prior experiences within an institute of higher learning.
4. Strong time-management abilities with the ability to manage multiple priorities and tasks.
5. Good interpersonal and communication skills.
6. Excellent interpersonal and communication skills, capable of interacting effectively with diverse stakeholders.
7. Proven ability to handle sensitive information discreetly while maintaining confidentiality and integrity.
8. A motivated team player who can work independently, prioritize tasks, and remain resourceful under pressure, with a strong sense of responsibility and meticulousness.