Senior Executive Faculty Ops and Support

Nanyang Technological University; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A premier educational institution in Singapore is seeking an experienced Senior Executive to provide vital support to the Faculty Affairs Office. The role involves comprehensive administrative tasks, faculty recruitment support, and the management of operational workflows. Candidates should possess a Diploma in Business Administration and have 3-5 years of relevant experience, particularly in higher education settings. Strong organisational and communication skills are essential, as well as the ability to work under pressure and meet deadlines.

Qualifications

• 3-5 years of professional administrative experience, ideally in higher education.
• Proven track record in supporting leaders and managing complex workflows.
• Calm under pressure and able to juggle competing priorities.

Responsibilities

• Provide comprehensive administrative support to Associate Chair.
• Liaise with HR and Shared Services team for faculty appointment.
• Support preparation of faculty dossier for committee review.

Skills

Organisational skills

Interpersonal communication

Time management

Ability to handle pressure

Education

Diploma in Business Administration or related field

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 qualification accessible by aspiring professionals and lifelong learners.

The Senior Executive will support the Associate Chair (Faculty) and Head of Faculty Affairs in managing faculty operational and administrative matters, ensuring the Faculty Affairs Office delivers accurate, timely, and efficient services in these areas: faculty secretarial support, recruitment, appointment, re‑appointment, performance appraisal, promotion and tenure as well as faculty development and culture.

Responsibilities

Executive & Secretarial Support

• Provide comprehensive 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 contribute to streamlining workflows and improving service delivery.
• 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 resolve compliance and process‑related issues.
• Perform any other duties as assigned to support the team’s and school’s objectives.

Faculty Recruitment, Appointment, Re‑appointment and Promotion Administration Support

• Data mining and profiling of potential international candidates; create database for easy references.
• Liaise with School’s HR and Shared Services team to advance Faculty appointment, re‑appointment, promotion and tenure and related processes and ensure 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.
• Support preparation of faculty dossier in appointment, re‑appointment, promotion for Committee’s review and to ensure timely submission of documentation and compliance with University policies.
• 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.
• Serve as key support to school management for faculty recruitment‑related publicity materials.

Requirements

• Possess Diploma in Business Administration, Education or any related field.
• 3‑5 years of professional administrative experience, ideally in higher education or research‑intensive settings.
• Proven track record in supporting leaders and managing complex workflows.
• Strong organisational and time management skills with the ability to meet deadlines.
• Calm under pressure and able to juggle competing priorities.
• Excellent interpersonal and written communication skills.

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 that only shortlisted candidates will be notified.