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Senior Executive, Administrative Support

2 months 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 and manage the smooth running of the overall administration and activities of Directors/PIs' diary including coordinating of meetings, schedules, travel, seminars, conferences, and appointments etc with internal/external stakeholders.
  • Act as Secretariat for certain meetings as assigned by PIs, with the responsibility of scheduling, planning of meeting agenda, participation, taking and distributing minutes of meetings, maintaining records, ensuring follow up of action items and discussions etc.
  • Coordinate admin and logistical support associated with handling mails and confidential materials, manage booking and setting-up of meeting room for meetings/events, visits of external stakeholders, such as drafting and sending of invitation to visitors and seminar speakers, booking of transportations, and etc.
  • 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.
  • Coordinate and support matters requiring approval and endorsement of PIs and Directorate management in accordance with NTU Delegation of Authority matrix.
  • Manage and maintain/update PIs' research website content.
  • Liaise with SCELSE Corporate Services and NTU LSO on certain legal/contractual matters for PIs, namely Material Transfer Agreements and Non-Disclosure Agreements.
  • Prepare various reports, documents and correspondences.
  • 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.
  • Provide support for the administration and organization of SCELSE events and other activities.
  • Other ad-hoc duties as assigned by the PIs.

Requirements

  • Diploma in Admin/Secretarial/Management/Business or equivalent.
  • Proficient in MS Office applications.
  • Familiarity with SAP Concur, Ariba, ZOOM, Teams, will be advantageous.
  • At least 3-6 years of secretarial experience. Experience working in an institute of higher learning will be preferred.
  • Experience supporting mid management will be advantageous.
  • Essential personal qualities include initiative, pro-active approach and good interpersonal skills.
  • Good organizational, communication and interpersonal skills.
  • Good time management skills, able to multi-task and meet deadlines.
  • Good spoken and written English.
  • Able to work independently as well as within a team.
  • Meticulous, resourceful, responsible, has integrity and able to work under pressure.

To find out more about SCELSE, visit us on Facebook , Instagram , LinkedIn , Twitter and our website: .

Hiring Institution: NTU


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