Assistant Manager, Administrative Support

Nanyang Technological University Singapore; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

Nanyang Technological University Singapore is seeking a proactive and organized Senior Executive / Assistant Manager to provide crucial administrative support to the Research Centre for Residue and Toxic Industrial Waste Management (TREASURES).

The role involves managing the Co-Director's calendar, coordinating events, and ensuring effective governance while collaborating with diverse stakeholders. The ideal candidate holds a Bachelor's degree and possesses strong organizational and communication skills with at least 3-4 years of relevant experience.

Qualifications

• At least 3 - 4 years of experience in a similar role, ideally within a fast-paced organization.
• Strong attention to detail and ability to manage competing demands.
• Excellent verbal and written communication skills.

Responsibilities

• Manage the Centre Co-Director’s calendar and travel arrangements.
• Coordinate functions for committees and meetings.
• Plan and coordinate Centre events and workshops.
• Prepare management reports and presentations.
• Act as a liaison between stakeholders and the Research Centre.
• Monitor financial and administrative processes.

Skills

Organizational skills

Communication skills

Stakeholder management

Time management

Discretion

Education

Bachelor’s degree from a recognized institution

Tools

Microsoft Office applications

Job description

The Research Centre for Residue and Toxic Industrial Waste Management (TREASURES) at NTU is seeking a proactive and organized Senior Executive / Assistant Manager to provide critical administrative support to the Centre’s leadership.

The Senior Executive / Assistant Manager provides operational, administrative, and governance support to the TREASURES, ensuring effective coordination of leadership priorities, stakeholder engagement, financial administration, and information governance. The role exercises judgement in prioritising competing demands, coordinating cross-functional activities, and ensuring the efficient delivery of the Centre’s operations in a complex research environment.

The ideal candidate will be a highly organized and resourceful individual with excellent communication skills and the ability to work effectively with diverse stakeholders.

Key Responsibilities

• Manage and prioritise the Centre Co-Director’s calendar, meetings, and travel arrangements by assessing competing demands, stakeholder priorities, and operational requirements.
• Coordinate and oversee secretariat functions for committees and meetings, including agenda setting, preparation of briefing materials, minute-taking, action tracking, and follow-up to ensure accountability.
• Plan and coordinate Centre events, workshops, and strategic engagements, ensuring effective execution, stakeholder participation, and operational readiness.
• Prepare and consolidate management reports, presentations, and correspondence to support informed decision-making and compliance reporting.
• Act as a key liaison between the Research Centre and internal/external stakeholders, facilitating communication, issue resolution, and effective information flow.
• Manage confidential and sensitive information with discretion, ensuring proper governance, accuracy, and information integrity.
• Monitor and coordinate financial and administrative processes, including budget tracking, procurement, claims, and asset management, ensuring compliance with institutional policies.
• Identify and implement process improvements to enhance operational efficiency, service quality, and governance effectiveness.

Requirements

• A Bachelor’s degree from a recognized institution.
• At least 3 - 4 years of experience in a similar role, ideally within a fast-paced, large and complex organisation.
• Strong organizational and time management skills with high attention to detail.
• Excellent verbal and written communication skills, with the ability to prepare grammatically correct business correspondence and reports.
• Ability to exercise discretion, maintain confidentiality, and handle sensitive information.
• Strong interpersonal skills, with a proven ability to liaise and consult with stakeholders at all levels.
• A proactive, resourceful, and adaptable approach to work.
• Proficient in Microsoft Office applications.

Hiring Institution: NTU