Executive/Senior Executive, Co11ab

4 weeks ago

Singapore NTU (Nanyang Technology University- Main Office-HR) Full time
Executive/Senior Executive, co11ab

About co11ab

co11ab is a BioMedtech incubator, established jointly between the Nanyang Technological University, Singapore (NTU Singapore), the Agency for Science, Technology, and Research (A*STAR), and the National Healthcare Group (NHG). Co11ab's mission is to nurture and support the translational development of biomedical technologies by incubating early stage spin-outs and facilitating their development into more established companies. co11ab is physically located in Clinical Sciences Building, Lee Kong Chian School of Medicine, NTU Novena Campus. Co11ab is directed by the Executive Director, assisted in day-to-day running of the operation by an Administrative Team of four persons, including the Assistant Executive, who are in turn supported by the admin infrastructure of NTU's Lee Kong Chian School of Medicine.

Responsibilities

The Executive/Senior Executive will provide assistance to the Executive Director (ED) and support to the Administration Team in the day-to-day management of co11ab's operations as directed by the ED. The support will be in multiple areas such as clerical duties, records maintenance, routine upkeep of office areas, meetings and events management, and basic administrative support to co11ab's members (start-up companies). The Executive/Senior Executive provides the primary point of contact for co11ab's members and visitors and plays an important role in supporting co11ab's Executive and Administrative Team to fulfil their duties and enhancing co11ab's members experience of the facility and services.

Provide first line support to co11ab visitors and members: Attend to the reception area to control and record entry/exit from the incubator facility, as well as to assist visitors and members in their use of the facility and services, and to direct their enquiries to the appropriate member of the Administration Team

• Operate the telephone system, answering visitors' and members' inquiries about the company/services, relay incoming calls, takes messages.

• Attend and direct visitors to appropriate members.

• Responsible for daily maintenance (upkeep) of co11ab's office areas including reception, collision space, bistro and common working/meeting areas.

• Arrange for local and overseas courier.

• Retrieve mails from letterbox and disseminate to staffs and members.

• Assist to serve drinks to visitors and assist when require. (eg. printing, provide stationery, wifi and video conferencing connection)

• Manage and provide guidance on the day-to-day running office cleaners

• Maintain and improve all admin filling system such as contacts, agreements, insurance, quotation.

• Co-ordinate and supervise office areas maintenance work including pest control, plant maintenance, equipment (aircon, copiers, bulb replacement, water, coffee dispenser)

• To co-ordinate, monitor and maintain office supplies (office collaterals, stationery, medical items, stationery, paper and pantry items).

• Assist in the coordination of any co11ab or staff-related events (eg. Marketing collaterals, event on-site set up, performance tracking, update social media)

• Other ad-hoc duties as assigned.

Requirements
  • Diploma (for Executive) or Degree (for Senior Executive) in Marketing, Business Administration, Communications, or Facilities/Events/Hospitality Management.
  • Minimum of 3 years of working experience and knowledge in marketing, administrative or event support.
  • Competence in Excel, Word, PowerPoint, and professional social media platform, such as LinkedIn.
  • Competence in marketing/designing software such as Adobe Photoshop is advantageous.
  • Familiarity with corporate, university or research institution environment.
  • Familiarity with the operations of co-working space or incubator will be an advantage.
  • Ability to interact easily with management, internal and external stakeholders.
  • Good communication skills.
  • Independent, self-driven and able to take initiative.
  • Meticulous and detail oriented whilst in a fast-paced environment.
  • Excellent time management skills including ability to multi-task and prioritize work.
  • Proven team player with positive mindset, willing-to-learn


Hiring Institution: LKC

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