Senior Executive, Faculty Ops and Support

Nanyang Technological University Singapore; Singapore; On-site; SGD 47,000 - 62,000; Full time

Job summary

The School of Chemistry, Chemical Engineering and Biotechnology at NTU Singapore is seeking a Senior Executive to coordinate day-to-day faculty operations and provide executive secretarial support. You will work with the Faculty Affairs Office to handle recruitment, appointments, promotions, and annual appraisals, while maintaining records, reports, and communications.

The ideal candidate has at least two years of administrative experience, strong MS Office skills, and the ability to manage

Qualifications

• Bachelor's degree in a related field.
• At least 2 years of administrative experience, preferably in higher education.
• Experience supporting senior staff or committees is an advantage.
• Calm under pressure and able to juggle competing priorities.
• Proficient with MS Word, Excel and PowerPoint.
• Strong written and communication skills.
• Ability to work independently and as part of a team.
• Able to source information and liaise with stakeholders to get work done.

Responsibilities

• Provide administrative support to Associate Chair (Faculty) including procurement, claims, travel arrangements, and document submissions.
• Provide secretariat support for committees and meetings, including booking of meeting rooms, agenda preparation, minute-taking, and follow-up actions.
• Maintain confidentiality and handle sensitive documentation with accuracy and discretion.
• Support digitalisation initiatives led by the Assistant Manager, and suggest improvements to workflows.
• Maintain up-to-date records and assist in the preparation of reports, presentations, and internal communication materials.
• Liaise with internal departments (e.g., Finance, HR, Research Office) and external vendors to follow up on administrative, compliance and process-related matters, and escalat...
• Perform any other duties as assigned to support the team’s and school’s objectives.
• Assist in preparing faculty recruitment-related publicity materials.

Skills

MS Word

MS Excel

PowerPoint

Education

Bachelor's degree in a related field

Job description

The School of Chemistry, Chemical Engineering and Biotechnology (CCEB)isseekingan experienced and highly motivated Senior Executive to join our team. TheSchoolis committed to developingprogrammesthat offercutting-edgelifelong learning solutions and globally recognizedqualifications accessible by aspiring professionals and lifelonglearners.

The Senior Executive will support the Assistant Manager, Faculty Ops and Support in coordinating and administering day-to-day faculty operational and administrative matters, ensuring the Faculty Affairs Office delivers accurate, timely, and efficient services in these areas: faculty secretarial support, recruitment, appointment, reappointment, performance appraisal, promotion and tenure as well as faculty development and culture.

Key Responsibilities:

Executive & Secretarial Support

• Provide administrative support to Associate Chair (Faculty) including procurement, claims, travel arrangements, and document submissions.
• Provide secretariat support for committees and meetings, including booking of meeting rooms, agenda preparation, minute-taking, and follow-up actions.
• Maintain confidentiality and handle sensitive documentation with accuracy and discretion.
• Support digitalisation initiatives led by the Assistant Manager, and suggest improvements to workflows.
• Maintain up-to-date records and assist in the preparation of reports, presentations, and internal communication materials.
• Liaise with internal departments (e.g., Finance, HR, Research Office) and external vendors to follow up on administrative, compliance and process-related matters, and escalat...
• Perform any other duties as assigned to support the team’s and school’s objectives.

Faculty Recruitment, Appointment, Reappointment and Promotion Administration Support

• Gather and compile information on potential international candidates.
• Liaise with School’s HR and Shared Services team to follow up on Faculty appointment, re-appointment, promotion and tenure and related processes and support smooth execution of administrative process.
• Provide end to end support on faculty recruitment such as (but not limited to) interview / meeting scheduling, travel arrangement, campus visit and claims.
• Prepare and compile faculty dossier in appointment, re-appointment, promotion for Committee’s review and check that documents are complete before submission.
• Support annual faculty appraisal exercise to ensure adherence to timelines and processes.
• Maintain up-to-date records and assist in the preparation of reports, presentations, and internal communication materials.
• Perform any other faculty-related duties as assigned to support the team’s and school’s objectives.
• Assist in preparing faculty recruitment-related publicity materials.

Requirements:

• Bachelor’s degree preferably in a Business Administration, Education, Human Resource or any related field.

• At least 2 years of administrative experience, preferably in higher education or a research-intensive setting. Candidates with less experience but strong organisational skills are welcome to apply.

• Experience supporting senior staff or committees is an advantage.

• Calm under pressure and able to juggle competing priorities.

• Proficient with standard MS office software (MS Word, Excel and PowerPoint).

• Possess strong written and communication skills.

• Ability to work independently on routine matters and as part of a team.

• Able to source for information and liaise with various stakeholders to get work done.

The School of Chemistry, Chemical Engineering and Biotechnologyseeksa diverse and inclusive workforce and is committed to equality of opportunity. We welcome applications from all and recruiton the basis ofmerit, regardless of age, race, gender, religion, marital status and family responsibilities, or disability.

We regret to inform that only shortlisted candidates will be notified.

Hiring Institution: NTU