Temporary Administrative Executive

National University of Singapore; Singapore; On-site; SGD 30,000 - 41,000; Full time

Job summary

National University of Singapore invites applications for a Temporary Administrative Executive (1 year) at the Health and Well-Being unit. You will manage the HWB front desk, handle staff wellbeing communications, scheduling, procurement via SAP Ariba, and support events.

This role requires a proactive, confidential, service-oriented approach and collaboration with the HWB team to enhance staff wellbeing. The position is based at Kent Ridge Campus, Singapore.

Qualifications

• Education background as stated: Diploma or Bachelor's degree in any discipline, with psychology/counselling/social work focus preferred.

Responsibilities

• Front desk & reception: greet staff, manage walk-in inquiries, and maintain a welcoming front-of-house.
• Scheduling: coordinate appointments, calendars, and reminders for wellbeing check-ins.
• Communications: manage HWB inboxes, draft clear emails, and maintain confidentiality.
• Administrative support: filing, record maintenance, data entry, and procurement using SAP Ariba.
• Wellbeing events: provide logistical support for workshops, rooms, catering, and materials.
• Helpdesk & onboarding: assist staff onboarding to wellbeing services and track attendance.
• Collaboration: work with Wellbeing Specialists to ensure continuity of care and follow-up.

Education

Diploma or Bachelor’s degree in any discipline; background in Psychology, Counselling, or Social Work

Tools

SAP Ariba

Job description

Job Title: Temporary Administrative Executive

University-Level Unit: Office of the President

Faculty/Department-Level Unit: Health and Well-Being

Employee Category: Contingent

Location_ONB: Kent Ridge Campus

Posting Start Date: 27/07/2026

Job Description

At NUS, we believe that health and wellbeing are key to helping our people thrive and contribute meaningfully to the community.

We are looking for a Temporary Administrative Executive (1 year) to serve as the operational backbone of HWB's front desk and administrative services, while also supporting the delivery of staff wellbeing and engagement initiatives. You will be the first point of contact for staff seeking wellbeing support, ensuring a welcoming, efficient, and seamless experience across our services..

As The Temporary Administrative Executive, You Are Expected To

• Front Desk & Reception Services
• Serve as the primary point of contact at the HWB front desk, welcoming staff and managing walk-in enquiries with professionalism and empathy.
• Manage appointment scheduling, calendar coordination, and follow-up reminders for wellbeing check-ins and consultations.
• Maintain a welcoming, psychologically safe, and organised front-of-house environment.
• Communications & Inbox Management:
• Manage key HWB email inboxes, including:
• General HWB enquiries: Respond to or escalater departmental queries appropriately.
• Wellbeing services inbox: Serve as the first point of contact for staff enquiries and consultation requests, ensuring timely and empathetic responses.
• Draft and send clear email communications, appointment confirmations, service reminders, and electronic direct mailers (EDMs).
• Maintain confidentiality and sensitivity in all staff-facing communications.
• Administrative & Operational Support:
• Provide day-to-day administrative support to the HWB team, including record maintenance, filing, and document preparation.
• Track and monitor client and service utilisation statistics; maintain accurate and up-to-date databases and registers.
• Manage procurement of office supplies, pantry restocking, and stationery (quarterly) using SAP Ariba.
• Process purchase orders and coordinate with vendors for team operational needs.
• Support backend system tasks such as data entry, system updates, and simple process digitalisation.
• Assist with ad-hoc administrative tasks as directed by the Clinic Manager or HWB team leads.
• Wellbeing Events & Engagement Support
• Provide end-to-end logistical support for staff wellbeing workshops, engagement events, and team initiatives.
• Coordinate schedules, book rooms and AV equipment, arrange catering, and prepare event materials (printing, packing kits, name tags).
• Support on-sit execution (???)…...
• Assist with post-event tasks including survey dissemination (e.g., Qualtrics), attendance tracking, and report generation.
• Develop and distribute information about HWB services and initiatives to raise staff awareness and engagement.
• Participant Coordination & Helpdesk
• Support staff onboarding to wellbeing services by sending onboarding instructions and managing a simple helpdesk for service-related queries.
• Update and maintain trackers for attendance, inventory, and participant records.
• Collaborate with Wellbeing Specialists to ensure seamless continuity of care and follow-up for staff in the service pipeline.

Qualifications

• Education: Diploma or Bachelor’s degree in any discipline; a background in Psychology, Counselling, Social Work