Senior Executive, Administrative Support

2 weeks ago

Singapore Nanyang Technological University Full time

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.

SCELSE is looking for a highly motivated Senior Executive, Secretary to provide secretarial & administrative support.

Responsibilities:

  • Ensure the smooth running of the overall administration and activities of the Centre Director and Research Director(s).
  • Assist Centre Director and Research Director(s) to coordinate and organize meetings, seminars, conferences, workshops and other activities involving SCELSE etc.
  • Assist the Centre Director and Research Director(s) in meeting preparation of various documents and correspondences and act as the Secretariat with the responsibility of scheduling, planning of meeting agenda, hosting participants, taking and distributing minutes of meeting, maintaining records, ensuring follow up of action items and discussions etc.
  • 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.
  • Making travel reservations, including booking of air tickets, accommodation, conference rooms, facilities etc. for Centre Director and Research Director(s).
  • To aid and coordinate logístical efforts for 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 drafting and sending of invitations to visitors, seating plan, refreshments, supporting materials, hosting visitor etc.).
  • Maintain working relationship with administrative colleagues around various Schools and act as first point of contact in all administrative matters for PIs
  • Establish and maintain an excellent filing system which includes filing of policy, confidential documents, project related documents which may be highly confidential.
  • Manage materials transfer between PIs and internal/external collaborators.
  • Assist the Centre Director to compile reports for submission to stakeholders as and when needed.
  • Assist in SCELSE welfare activities/matters.
  • To assist the centre with various office administrative matters, e.g. fault reporting.
  • To act as a backup for other administrative support executives when others are away.
  • Other duties as may be necessary and requested by the Centre Director and Research Director(s).

Requirements:

  • Diploma in Admin/Secretarial/Management/Business or equivalent.
  • At least 23 years of experience in administration/secretarial work. Experience in an academic institution of learning is a bonus.
  • Excellent command of English (both written and oral) is required.
  • Possess a flexible mindset, are able to work both independently and also a team player, and can manage multiple tasks effectively and produce quality work under time constraints.
  • Meticulous and possesses excellent organizational skills.
  • Able to multitask and adhere to deadlines.
  • Essential personal qualities include initiative, proactive approach and good interpersonal skills.
  • Ability to prioritize tasks and meet deadlines
To find out more about SCELSE, visit us on

Facebook

,

Instagram

,

LinkedIn

,

Twitter

and our website:

Hiring Institution:

NTU


In line with Singapore's nationwide Vaccination-Differentiated Safe Management Measures (VDS), employees must be fully vaccinated to return to the workplace, unless certified to be medically ineligible.

For Information on VDS, please click

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