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Administrative Coordinator, co11ab

2 months ago

Singapur, Singapore Nanyang Technological University Full time

Senior Administrative Executive, co11ab

About co11ab

co11ab is a BioMedtech incubator, collaboratively established by the Nanyang Technological University, Singapore, the Agency for Science, Technology, and Research, and the National Healthcare Group. The mission of co11ab is to foster and facilitate the translational development of biomedical technologies by nurturing early-stage spin-outs and aiding their evolution into more established enterprises. The incubator operates within the Clinical Sciences Building of the Lee Kong Chian School of Medicine.

Key Responsibilities

The Senior Administrative Executive will assist the Executive Director and provide support to the Administrative Team in managing the daily operations of co11ab as directed. Responsibilities encompass various administrative functions, including clerical tasks, records management, office maintenance, and event coordination, while ensuring a positive experience for co11ab's members.

Primary Duties Include:

  • Acting as the first point of contact for visitors and members, managing the reception area to oversee entry and exit from the facility.
  • Handling inquiries via the telephone system, addressing questions about services, relaying calls, and taking messages.
  • Ensuring the daily upkeep of office spaces, including reception, collaboration areas, and common meeting zones.
  • Coordinating local and international courier services.
  • Managing mail retrieval and distribution to staff and members.
  • Providing refreshments to visitors and assisting with administrative tasks as needed.
  • Overseeing the daily operations of office cleaning staff.
  • Maintaining and enhancing administrative filing systems, including contacts, agreements, and insurance documentation.
  • Coordinating maintenance work for office facilities, including pest control and equipment servicing.
  • Monitoring and managing office supplies, including stationery and pantry items.
  • Assisting in the organization of co11ab-related events and marketing initiatives.
  • Performing other ad-hoc duties as assigned.

Qualifications

  • Diploma (for Executive) or Degree (for Senior Executive) in Marketing, Business Administration, Communications, or Facilities/Events/Hospitality Management.
  • A minimum of 3 years of relevant experience in marketing, administration, or event support.
  • Proficiency in Microsoft Excel, Word, PowerPoint, and professional social media platforms.
  • Familiarity with design software such as Adobe Photoshop is a plus.
  • Experience in a corporate, university, or research institution environment is preferred.
  • Understanding of co-working spaces or incubators is advantageous.
  • Strong interpersonal skills to engage with management and stakeholders.
  • Excellent communication abilities.
  • Self-motivated, proactive, and capable of taking initiative.
  • Detail-oriented with the ability to thrive in a fast-paced environment.
  • Exceptional time management skills, including the ability to prioritize tasks effectively.
  • A proven team player with a positive attitude and a willingness to learn.