Senior Executive, Faculty Ops and Support

Nanyang Technological University, Singapore (NTU Singapore); Singapore; On-site; SGD 42,000 - 66,000; Full time

Job summary

NTU Singapore is seeking a Senior Executive to join the Faculty Affairs Office, supporting the Assistant Manager in coordinating day-to-day faculty operations, recruitment, appointments, and development processes. The role focuses on providing executive and secretarial support, ensuring timely and accurate administrative services across committees, procurement, and documentation.

Ideal candidates will have a bachelor’s degree in a related field, 2+ years of administrative experience, and strong

Qualifications

• Bachelor’s degree in a related field.
• At least 2 years of administrative experience.
• Experience supporting senior staff or committees is an advantage.
• Proficient with MS Office; strong written and communication skills.

Responsibilities

• Provide administrative support to Associate Chair (Faculty) including procurement, claims, travel arrangements, and document submissions.
• Secretariat support for committees and meetings: booking rooms, agenda, minutes, follow-ups.
• Maintain confidentiality and handle sensitive documentation with discretion.
• Support digitalisation initiatives and suggest workflow improvements.
• Prepare reports, presentations, and internal communications; liaise with Finance, HR, and Research Office.

Skills

MS Office proficiency

Communication

Organisational skills

Independent work

Education

Bachelor’s degree in Business Admin / Education / HR or related field

Tools

MS Word

MS Excel

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 recognised 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 escalate 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