Senior Executive, Administrative Support

Nanyang Technological University Singapore; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

NTU Singapore is seeking an experienced administrator to support the Vice Provost (Student Experience) and AVPs. You will handle scheduling, documentation, minutes, reports and event management to ensure successful student experience initiatives.

As part of the Student Experience team, you will coordinate meetings with university leaders and department heads, manage travel, prioritise requests, handle sensitive information, and prepare concise management reports and presentations for

Qualifications

• Degree or equivalent required; experience in higher education environment preferred.
• Minimum 10 years working with senior management in a fast-paced setting.
• Strong planning, organization and problem-solving abilities.
• Excellent written and verbal communication skills.
• Good time management and adaptability in a busy environment.

Responsibilities

• Provide admin and secretariat support to VP/AVPs, including scheduling, documentation and minutes.
• Coordinate meetings between VP/AVPs and university leaders; manage travel arrangements and claims.
• Prepare management reports and presentation materials; manage confidential information.
• Organize student-experience related events and coordinate logistics.

Skills

Interpersonal skills

Time management

Written & oral communication

Education

Degree qualification

Tools

Microsoft Office

Job description

NTU has over 32,000 students with close to half of whom reside in campus housing during the academic semester. The Vice Provost (Student Experience)(VP (SE) and AVP(SE) is responsible for ensuring an enriching, safe and meaningful student experience. This entails policy formulation, communication and coordinating the execution of campus wide initiatives with various Colleges, Schools and administrative departments across NTU. It is also important to engage students and other internal and external stakeholders to develop meaningful student experience initiatives and policies to enhance the NTU student experience.

Role

Providing effective and efficient administrative and secretariat support to VP/AVPs, you will execute the full spectrum of programmes, tasks and activities, which include (but not limited to) appointment/meeting scheduling, documentation, minutes taking, report compilation and event management.
As an integral administrative member at the Student Experience team, you will also lead or be part of the taskforce in the planning, organization, and management of various meetings between VP/AVPs and other University leaders and department heads from Colleges, Schools and department. You will also serve to assist the principal staff officer to VP/AVPs in the management of documentation and travel arrangement, prioritization of requests, handling of sensitive information, communication management, management reporting, and facilitation of inputs and recommendations for decision-making.

Your key duties included but not limited to the following:

• Execute core administrative functions to support VP/AVPs pertaining to student experience matters, information management and stakeholder reporting, ensuring confidentiality, speed and accuracy.
• Manage VP/AVPs schedule, appointments, travel arrangements and submission of various claims, including VP/AVPs role-based email account and calendar.
• Coordinate and provide logistic support to student experience-related events and visits.
• Assist with the preparation and collation management reports and presentation slides for VP/AVPs and think of ways to best present these information concisely to support the intent of the presentation.
• Provide secretariat support to draft minutes of meeting and disseminate for review and circulation.

Requirements

• Degree qualification or equivalent, preferably with relevant working experience in IHL environment.
• At least 10 years of relevant work experience, supporting and working with senior management in a fast-paced and challenging environment.
• Good planning, organizational and problem-solving skills.
• Strong interpersonal skills and emotional intelligence.
• Good written and oral communication skills.
• Good time management skills.
• Flexibility and Adaptability in a fast-paced environment.
• IT savv y with good knowledge in Microsoft Office Applications.

We regret that only shortlisted candidates will be notified.
Hiring Institution: NTU