Senior Executive, Faculty Ops and Support

Nanyang Technological University Singapore; Singapore; On-site; SGD 42,000 - 68,000; Full time

Job summary

NTU Singapore's School of Chemistry, Chemical Engineering and Biotechnology is seeking an experienced Senior Executive to support day-to-day faculty operations, coordinating secretarial tasks, recruitment, appointments, appraisals, promotions and faculty development.

You will assist the Assistant Manager, Faculty Ops and Support in delivering accurate, timely services, liaising with Finance, HR and Research Office, and maintaining records, reports and internal communications.

Qualifications

• 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.

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 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 and external vendors to follow up on administrative, compliance and process-related matters, escalating complex issues.
• Perform any other duties as assigned to support the team’s and school’s objectives.
• Assist in preparing faculty recruitment-related publicity materials.

Education

Bachelor’s degree

Tools

MS Word

MS Excel

MS PowerPoint

Job description

The School of Chemistry, Chemical Engineering and Biotechnology (CCEB) is seeking an experienced and highly motivated Senior Executive to join our team. The School is committed to developing programmes that offer cutting-edge lifelong learning solutions and globally recognized qualifications accessible by aspiring professionals and lifelong learners.

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 escalte complex issues to the Assistant Manager.
• 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 Biotechnology 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.

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

Hiring Institution: NTU