Senior Executive, IREUS

National University of Singapore; Singapore; On-site; SGD 100,000 - 125,000; Full time

Job summary

A prestigious university in Singapore is seeking an experienced individual for an administrative support role. The successful candidate will manage room bookings, coordinate events, and provide finance support, while also serving as a personal assistant to the director. Applicants should hold a diploma or equivalent and have at least five years of relevant experience, with strong interpersonal skills and proficiency in MS Office. A meticulous approach and the ability to handle multiple deadlines are essential.

Qualifications

• At least 5 years of relevant work experience.
• Ability to work independently and as a team member.
• Responsible and capable of meeting tight deadlines.

Responsibilities

• Manage room booking system and provide secretarial support.
• Plan and coordinate events, including logistical aspects.
• Assist in procurement and finance processes.
• Handle coordination for academic visits.
• Monitor and report on budget planning.
• Manage the Director’s calendar and travel.

Skills

Interpersonal skills

Communication skills

Attention to detail

Teamwork

Time management

MS Office proficiency

Education

Diploma or equivalent

Job description

Administrative Support and Corporate Services

• Manage room booking system and provide secretarial support for all meetings.
• Manage day-to-day operations, daily upkeeping of office cleanliness, office supplies and office assets.

Events Planning and Management

• Plan and coordinate a wide range of regular and ad-hoc events, including conferences, seminars, workshops, and symposiums.
• Create event budgets, including cost estimates, revenue projections, and financial tracking.
• Manage all logistical aspects of event planning and execution, including venue selection, event setup, vendor coordination, event materials and maintenance of contact list.
• Manage onsite event operations, including venue setup, attendee registration, and post-event evaluations.
• Collaborate with internal stakeholders to ensure events align with research objectives and the needs of target audience.

Procurement and Finance Support

• Responsible for the role of Procurement Assistant and Verifier that includes, the handling of procurement and maintaining inventory of office items (IT supplies, furniture, assets etc).
• Finance processor for Accounts Receivables and Payables, Fixed Asset Creation / Retirement / Changes in Requests, Journals Reclassification & Inter-dept journals, etc.

Coordination of Academic / Research Visits

• Handle academic professors / scholars visits that includes, drafting invitation letters, visa processing, arrangement of accommodation and allocation of office space.
• Work closely with HR and Finance business partners to process reimbursements, tax declaration and departure clearance.

Budget Planning, Monitoring and Reporting (support)

• Collaborate with various departments to align budgets with organizational objectives.
• Work closely with Management to provide guidance on budget development, monitoring, and control processes.

Personal Assistant to Director

• Manage Director’s calendar and appointments.
• Manage Director’s travel requests and reimbursement via Concur.

Undertake any other ad-hoc initiatives and assignments by Director / Co-Director where deemed necessary.

Qualifications

• Diploma or equivalent with at least 5 years of relevant work experience.
• Good interpersonal and communications skills.
• Meticulous and attention to details.
• Able to work effectively as a team member, as well as independently.
• Responsible and able to meet tight deadlines.
• Good knowledge in MS Office applications.

More Information

Location: Kent Ridge Campus

Organization: Institute of Real Estate & Urban Studies