Executive, Admin Support
2 weeks ago
The Singapore Centre for Environmental Life Sciences Engineering (SCELSE) is a unique interdisciplinary Research Centre of Excellence (RCE), funded by National Research Foundation, Ministry of Education, Nanyang Technological University (NTU) and National University of Singapore (NUS).
Hosted by
NTU in partnership with NUS, SCELSE is linking new insights from the life sciences with expertise from emerging technologies in engineering and natural sciences to understand, harness and control microbial biofilm communities and microbiomes.
Key responsibilities
- Assist and manage Directors/PIs' diary and coordinate meetings, seminars, conferences, and appointments etc with internal/external stakeholders.
- Coordinate admin and logístical support associated with visits of external stakeholders, such as drafting and sending of invitation to visitors, visiting staff, and seminar speakers.
- Make travel arrangements which include but not limited to reservations, booking of air tickets, accommodation, conference rooms, facilities, etc for PIs, as well as visitors as needed.
- Assist in collation of data for preparation of various reports, documents and correspondences.
- Aid in efforts to coordinate for adhoc visits by internal and external visitors to SCELSE. This involves working with various administrative teams within SCELSE and
NTU in preparation for such visits (such as seating plan, refreshments, supporting materials etc.). - Assist in administrative duties such as booking of transportations, handling couriers and mails, manage booking and settingup of meeting room for meetings/events.
- Maintain an excellent filing system which includes filing of policy, confidential documents, project related documents which may be highly confidential.
- Assist with the submission of reimbursement claims, overseas travel requests, and the collation of supporting documents to ensure such requests are processed duly and timely.
- Support the Directors/PI on submission of requests through systems.
- Take dictation and write meeting minutes.
- Other adhoc duties as assigned by the PIs.
- Diploma in Admin/Secretarial/Management from recognized Polytechnics.
- Familiarity with SAP Concur, Ariba, ZOOM, Teams, will be advantageous.
- At least 23 years of secretarial experience, experience working in an institute of higher learning will be preferred.
- Good organizational, communication and interpersonal skills.
- Good time management skills, able to multitask and meet deadlines.
- Proficient in English is essential in documents preparations and engaging different stakeholders.
- Able to work independently as well as within a team.
- Meticulous and resourceful.
- Responsible and has integrity.
- Calm under pressure.
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and our website:
Hiring Institution:
NTU
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