Senior Executive, Healthy Longevity Programme Support (2-year contract)

National University of Singapore; Singapore; On-site; SGD 40,000 - 65,000; Full time

Job summary

National University of Singapore is seeking a highly organized Senior Executive to provide end-to-end administrative, scheduling, conference logistics, and communications support to the Programme Chair of Healthy Longevity Translational Research Programme. The role requires strong ownership, discretion, and the ability to coordinate multiple tasks with precision.

Responsibilities include scheduling meetings, coordinating travel and venues, supporting conferences and abstracts, and aiding in

Qualifications

• Bachelor's degree or higher; experience supporting senior management preferred.
• Proactive self-starter with the ability to multitask and work independently.
• Excellent written and verbal communication with discretion handling confidential matters.
• Strong interpersonal skills and ability to collaborate with diverse stakeholders.

Responsibilities

• Coordinate PC's meetings, bookings, travel, and emails; manage calendars and action items.
• Assist with conference registrations, abstracts, travel arrangements, and reimbursements.
• Support in preparing reports, meeting papers, slides, and outreach materials.
• Draft meeting minutes and analyse data to enhance visibility and donor engagement.

Skills

Proactive

multitask

Excellent communication

Discretion

Time management

Education

Bachelor's degree

Tools

NUS Concur

Zoom

A/V coordination

Calendar management software

Job description

Company description

The National University of Singapore is the national research university of Singapore. Founded in 1905 as the Straits Settlements and Federated Malay States Government Medical School, NUS is the oldest higher education institution in Singapore

Job Description

We are seeking a highly organised and proactive Senior Executive to provide end-to-end administrative, scheduling, conference logistics, and communications support to the Programme Chair (PC) of Healthy Longevity Translational Research Programme. The role requires strong ownership, excellent coordination skills, and the ability to manage multiple priorities with discretion and accuracy.

Key Responsibilities

A) Scheduling & Meeting Logistics

• Coordinate and manage the PC's meetings, appointments and calls, including scheduling/rescheduling across multiple stakeholders while factoring priorities, travel time, meeting purpose, and attendees' preferences.
• Take ownership to ensure meetings run smoothly by independently identifying required actions and executing them (e.g., sending Zoom links, venue booking, transport arrangements, meeting room setup, A/V coordination, and guest reception when needed).
• Maintain and update the PC's calendar accurately, ensuring there are no conflicts or double bookings.
• Triage and prioritise emails, flag urgent items, maintain a record of key email threads, and recommend timely follow-ups.

B) Conferences & Event Support

• Support conference/seminar/workshop registrations and related administrative requirements.
• Assist with abstract submission (including proposing presentation titles and abstracts), required documentation, and coordination with event hosts/organisers.
• Manage travel arrangements (flights, accommodation, transfers, visas where required) in accordance with preferences and budget constraints, including liaising with NUS-appointed travel agents for itineraries/quotations, raising travel requests in NUS Concur, securing approvals, and following through on ticket issuance.
• Prepare, submit, and track financial claims and reimbursements for travel and other work-related expenses.

C) Communication & Outreach Support

• Respond to basic enquiries from students, collaborators, and external parties on behalf of the PC when appropriate.
• Assist in preparing reports/proposals, meeting papers, presentation slides, speeches, and other communication materials.
• Support the PC in organising meeting minutes, analysing data, and synthesising useful information to strengthen the programme's research relevance, international visibility, and public image (including engagement with prospective donors and partner universities).

Qualifications

• Bachelor's degree (or higher), preferably with relevant experience supporting senior management.
• Proactive self-starter with strong problem-solving skills; able to multitask and work independently.
• Excellent written and verbal communication skills, with high integrity and discretion in handling confidential matters.
• Strong interpersonal skills; able to build effective working relationships with internal and external stakeholders.
• Tactful and diplomatic, with the ability to work with diverse stakeholders across cultures and seniority levels.
• Highly organised, with strong monitoring, follow-up, and execution skills, and able to deliver under tight timelines.
• Resourceful and adaptable, comfortable operating in a fast-paced and dynamic environment.
• Strong time-management and planning skills.
• Proficient in Microsoft 365 (Outlook, Word, PowerPoint, Excel, Teams) and familiar with databases and online meeting tools.