Senior Executive/Assistant Manager, Administrative Support

Nanyang Technological University; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading educational institution in Singapore is seeking a Senior Executive/Assistant Manager for Administrative Support. The role involves supporting the Chair's administrative functions, coordinating VIP visits, and enhancing efficiency through AI. Candidates should possess a Bachelor’s degree and at least 4 years of administrative experience, with strong communication and organizational skills. Emphasis on working independently, prioritizing tasks, and maintaining confidentiality in a diverse work environment.

Qualifications

• Minimum of 4 years experience in administrative or office management.
• Strong background in organizing and facilitating meetings or events.
• Ability to manage confidential information with discretion.

Responsibilities

• Coordinate travel itineraries for the Chair and Associate Chairs.
• Plan and coordinate visits for distinguished international guests.
• Develop automated workflows using AI for increased efficiency.

Skills

Organizational skills

Communication skills

Multitasking

Attention to detail

Experience with AI tools

Education

Bachelor’s degree in business administration/management or relevant field

Tools

Microsoft Office

TRS

ECS

RISE

ARIBA

Job description

The Asian School of the Environment (ASE) at Nanyang Technological University is an interdisciplinary school that aims to be a world leader in environmental research focused on Asian environmental challenges. The ASE integrates earth and environmental life science, ecology, engineering and technology, human ecology, humanities, and the social sciences to address key issues of the environment and sustainability

We are hiring a Senior Executive/Assistant Manager, Administrative Support to support a wide range of administrative functions within the school including serving as Chair’s PA as needed. This position reports directly to the School’s Senior Administrator. The incumbent will play a vital role in facilitating VIP visits and delegations. This includes planning and coordinating visits for high-profile guests including NTU leadership, ensuring all aspects of hospitality, accommodations, and itineraries are managed smoothly and professionally. Additionally, the role supports faculty in research administration tasks, including processing researchers’ related hiring/renewal requests, overseeing budget allocations, and providing technical support for the RISE system. The incumbent will also assist with matters related to faculty travel and expenses claims.

A key responsibility of this role is to enhance administrative efficiency by exploring automation or leveraging AI tools while ensuring compliance with the University’s policy and data security guide. The incumbent is also expected to provide ongoing support for the adoption and use of these tools.

Key Responsibilities

Chair and Leadership Support

• Coordinate and manage travel itineraries and logistics for the Chair and Associate Chairs, including liaising with travel agencies and processing travel requests and claims using university systems.

• Assist the Chair in managing procurement for research projects and oversee general school purchases.

• Manage the Chair’s role-based email account and compile monthly newsletters for internal and external stakeholders.

• Schedule and organize meetings, prepare necessary agendas and documents. Accurately record and distribute meeting minutes using AI tools.

• Serve as a liaison between the Chair, Faculty, and external stakeholders to ensure effective communication and coordination.

General Administration Support

• Plan and coordinate visits for distinguished international guests both internal and external, ensuring exceptional hospitality and seamless logistics support, ensuring hospitality, travel arrangements, accommodations, itineraries, and reimbursements comply with NTU guidelines.

• Assist in coordinating relevant faculty, staff, and students to be present for VIP and delegation visits.

• Serve as the primary administrator supporting PIs in organizing and hosting ASE/EOS seminar speakers including but not limited to flight ticket booking, accommodation arrangement and expenses reimbursement.

• Assist in planning and executing school-wide events such as team-building activities and holiday celebrations, managing logistics, invitations and promotional communications.

• Support PIs in reviewing and processing researcher hiring, contract renewal requests and budget reallocation in the RISE system.

• Assist PIs with research grant reporting and related compliance tasks including funding reclassification and grant proposal submissions.

• Train new faculty on University’s systems such as TRS, ECS, RISE, ARIBA to support onboarding and operations.

• Provide general administrative support to Academic and HR teams as needed.

AI and Workflow Efficiency

• Develop and implement automated workflows using AI to enhance administrative efficiency.

• Maintain and oversee school databases/filing, ensuring data accuracy and compliance with university policies.

• Stay updated with AI technologies and offer ongoing support and troubleshooting for AI tools adopted by the School.

Requirements

• Bachelor’s degree in business administration/management or any relevant fields.

• Proven experience of at least 4 years in administrative and/or office management, preferably in a higher education environment.

• Secretariat experience is an advantage.

• Experience organizing and facilitating meetings or events, including agenda development and logistical coordination.

• Strong organizational and multitasking abilities.

• Excellent written and verbal communication skills, with the ability to interact professionally with stakeholders at all levels.

• Proficiency in Microsoft Office, AI Tools and other administrative tools/systems e.g.: TRS, ECS, RISE, ARIBA etc.

• Detailed oriented mindset and ability to manage confidential information with discretion.

• Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.

• Flexibility to adapt to changing priorities and handle unexpected issues with professionalism.

ASE seeks a diverse and inclusive workforce and is committed to equality of opportunity. We welcome applications from all and recruit on the basis of merit, regardless of age, race, gender, religion, marital status and family responsibilities, or disability.

Please submit your application through the NTU Career Portal, by clicking the 'APPLY' button. All applications and materials submitted will be held in strict confidence.

We regret that only shortlisted candidates will be notified.