Senior Executive, Administrative Support

4 weeks ago

Singapore NTU (Nanyang Technology University- Main Office-HR) Full time
This incumbent is part of Nanyang Business School Corporate Services - Academic Support team, that primarily supports faculty in research and teaching-related administrative matters. The team seeks to achieve operational excellence in creating a customer-focused, faculty-friendly service centre. This incumbent will be the key liaison for faculty on all administrative matters related to research and teaching activities.

Job Responsibilities

1. Course Support:
  • Work closely with program offices and faculty on teaching schedules
  • Assist in dissemination of course materials and information on the learning management systems/platforms
  • Preparation of course packs
  • Scheduling of student consultations
  • Support CA and examination invigilation


2. Finance/Procurement
  • Ensure all spending are in accordance with NTU policies and guidelines
  • Assist in budget planning for faculty-related expenses
  • Proper filing and accounting of revenue and expenditure for periodic financial reporting
  • Proper and timely processing of expenses claim incurred by faculty
  • Assist with purchases in accordance with NTU procurement policies and guidelines
  • Conduct due diligence for all procurement, assuring an efficient purchase that balance cost and value


3. Events Management
  • Assist in the organization of seminars, workshops, and retreats, including logistical arrangements, budget monitoring, and smooth on-site execution
  • Manage the logistics of visits by academics and potential candidates for faculty recruitment


4. Other General Administration:
  • Establish SOPs for each area of work and review processes for efficacy
  • Provide support to faculty on administrative matters such as claims submissions, requests for approvals, etc.
  • Assist with travel arrangements for faculty on official business
  • Setup and manages logistics for meetings with internal and external stakeholders
    • Prepare and coordinate logistical support for meetings
    • Preparation and editing of presentation slides
    • Arrange, prepare agenda and refreshments, and write minutes of meetings
  • Mailing and printing services
  • Manage office stationery supplies for faculty
  • Proper record keeping and filing


Job Requirements
  • Minimally a Diploma in Business Administration, or related field.
  • Degree in Business Administration, or related field, is preferred.
  • Minimum 5 years' of working experience in an administrative role.
  • Relevant working experience in education sector will be advantageous.
  • Strong proficiency in MS Office suite, and online productivity tools.
  • Articulate with excellent communication skills
  • Able to work individually and collaborate with others as a team
  • Strong planning, organizational and problem-solving skills
  • Independent and possess strong multi-tasking abilities
  • Meticulous and attentive to details


Hiring Institution: NTU

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