Senior Executive, Faculty Ops and Support

Nanyang Technological University; Singapore; On-site; SGD 48,000 - 70,000; Full time

Job summary

Nanyang Technological University seeks a Senior Executive in the School of Chemistry, Chemical Engineering and Biotechnology to coordinate and administer faculty operations. You will provide executive support, manage recruitment and appointment processes, and prepare faculty dossiers to ensure timely submissions.

The role requires strong MS Office skills, excellent communication, and the ability to handle multiple priorities in a fast-paced university environment.

Qualifications

• Bachelor's degree in Business Administration, Education, Human Resource or related field.
• At least 2 years of administrative experience, preferably in higher education or a research-intensive setting.
• Experience supporting senior staff or committees is an advantage.
• Calm under pressure and able to juggle competing priorities.
• Proficient with MS Office (Word, Excel, PowerPoint).
• Strong written and communication skills.
• Ability to work independently and as part of a team.

Responsibilities

• Provide executive and secretarial support for committees, agenda, minutes and follow-up actions.
• Coordinate recruitment, appointment, reappointment, promotion and tenure processes.
• Prepare and compile faculty dossiers for committees and ensure document completeness.
• Support annual faculty appraisal and prepare reports, presentations and internal communications.
• Liaise with Finance, HR, Research Office and external vendors on administrative matters.
• Assist in digitalisation initiatives and improve workflows.
• Perform other duties to support the team's and school's objectives.

Skills

Organisational skills

Communication skills

MS Office

Independent work

Attention to detail

Stakeholder liaison

Education

Bachelor's degree

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 elevate 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 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.