Senior Executive/Assistant Manager, Admin Ops

National University of Singapore; Singapore; On-site; SGD 80,000 - 100,000; Full time

Job summary

A leading educational institution in Singapore is seeking a Senior Executive/Assistant Manager for Admin Ops at the Yeo Boon Khim Mind Science Centre. The role involves supporting operations, procurement, and event coordination, alongside managing HR functions and financial accounting. Candidates should possess a Diploma in a related discipline and have strong organizational skills, attention to detail, and effective communication skills. This is a 2-year contract position with potential for extension.

Qualifications

• At least 1 year of relevant working experience.
• Strong organizational skills and attention to detail.
• Able to work effectively with multiple stakeholders.
• Good spoken and written communication skills.
• Proficient in Microsoft Office.
• Meticulous, proactive, and resourceful.
• Tact and discretion in handling confidential information.

Responsibilities

• Support day-to-day operations including office management and procurement.
• Prepare reports to management and provide support to committees.
• Assist with academic board matters and research grants.
• Coordinate events including conferences and webinars.
• Manage procurement processes and vendor relations.
• Support HR functions including recruitment and onboarding.
• Manage the Centre Director's calendar and travel arrangements.
• Handle other administrative tasks and ad-hoc projects.
• Manage fund accounting and financial performance reporting.
• Work with research teams on funding matters.
• Maintain donor database and prepare receipts.

Skills

Organizational skills

Attention to detail

Effective communication

Proficient in Microsoft Office

Proactive

Resourceful

Tact and discretion

Education

Diploma in a related discipline

Job description

Senior Executive/Assistant Manager, Admin Ops

Job Title: Senior Executive/Assistant Manager, Admin Ops

Posting Start Date: 23/10/2025

Job Description

The National University of Singapore is seeking a highly motivated candidate as a Management Assistant Office at the Yeo Boon Khim Mind Science Centre (MSC). The Centre has been driving translational research in mind health and developing community interventions to enhance emotional resilience and optimize cognitive performance, across life trajectory. The Yeo Boon Khim Mind Science Centre is a National University of Singapore (NUS) and National University Health System (NUHS) Centre.

Appointments will be made on a 2-year contract basis with the possibility of extension.

Reporting to the Associate Director, the incumbent will support the operations and administration of the MSC, ensuring efficiency and excellence in financial management, procurement, grant and gift processing, HR, event coordination, and Secretariat functions.

Duties & Responsibilities

• Support day-to-day operations, including office management, procurement, budgeting, and grant monitoring.
• Prepare timely reports to management and provide Secretariat support to Committees and Boards.
• Assist Academic Board matters, research grants, and Seed Grant Call.
• Coordinate MSC events, including conferences, webinars, and workshops.
• Manage procurement processes, fund availability, and vendor relations while ensuring compliance with policies.
• Support HR functions, including recruitment, onboarding, and reappointments for admin, research, and academic staff and visitors.
• Manage the Centre Director's calendar, travel arrangements, and expense claims.
• Handle other administrative tasks and ad-hoc projects as assigned.
• Manage fund accounting, including billings, accounts receivable, grant claims, revenue accounting, and attend to audit by grantors and internal audit.
• Monitor budgets, utilisation, and financial performances, preparing reports for management and Boards.
• Work with research teams, funding agencies, Academic Board, Dean’s Office and Office of Finance on funding matters, accounts creation and management, and reporting.
• Work with internal stakeholders and manage gift process and administration to ensure compliance with NUS Fundraising Governance guidelines.
• Maintain donor database, prepare receipts, thank you letters and regular updates to management and the Fundraising Committee.

Qualifications

• Diploma in a related discipline with at least 1 year of relevant working experience.
• Strong organisational skills, attention to details, and able to work effectively with multiple stakeholders in a dynamic environment.
• Able to communicate well (spoken and written) across all levels.
• Proficient in Microsoft Office.
• Meticulous, proactive and resourceful.
• Tact and discretion in handling confidential information.

More Information

Location: Kent Ridge Campus

Organization: Yeo Boon Khim Mind Science Centre

Department: Yeo Boon Khim Mind Science Centre

Employee Referral Eligible:

Job requisition ID : 28047

Req ID: 28047

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