Operations Executive, co11ab

5 days ago

Singapur, Singapore Nanyang Technological University Full time

Senior Administrative Executive, co11ab

About co11ab

co11ab serves as a BioMedtech incubator, collaboratively established by Nanyang Technological University, the Agency for Science, Technology, and Research, and the National Healthcare Group. The primary objective of co11ab is to foster and facilitate the translational advancement of biomedical innovations by nurturing early-stage spin-outs and guiding their evolution into established enterprises. Co11ab operates within the Clinical Sciences Building at the Lee Kong Chian School of Medicine.

Key Responsibilities

The Senior Administrative Executive will assist the Executive Director and provide essential support to the Administration Team in managing the daily operations of co11ab. This role encompasses various tasks, including clerical responsibilities, record-keeping, maintaining office environments, organizing meetings and events, and offering basic administrative assistance to co11ab's member companies. The Senior Administrative Executive will act as the primary liaison for co11ab's members and visitors, playing a crucial role in enhancing their experience with the facility and services.

Primary Duties Include:

  • Providing first-line support to co11ab visitors and members by managing the reception area, overseeing entry and exit from the incubator, and assisting with inquiries.
  • Operating the telephone system to address inquiries from visitors and members, relaying calls, and taking messages.
  • Directing visitors to the appropriate team members.
  • Ensuring the daily upkeep of co11ab's office spaces, including reception, collaboration areas, bistro, and common meeting zones.
  • Coordinating local and international courier services.
  • Managing mail retrieval and distribution to staff and members.
  • Assisting with hospitality services for visitors, including serving beverages and providing necessary support (e.g., printing, stationery, Wi-Fi, and video conferencing).
  • Overseeing the daily operations of office cleaning staff.
  • Maintaining and enhancing administrative filing systems, including contacts, agreements, and insurance documentation.
  • Coordinating and supervising maintenance tasks 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 or staff-related events, including marketing materials and event setup.
  • 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, administrative, or event support roles.
  • 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 setting is advantageous.
  • Understanding of co-working spaces or incubators is beneficial.
  • Strong interpersonal skills to engage effectively with management and stakeholders.
  • Excellent communication abilities.
  • Self-motivated, independent, and proactive.
  • Detail-oriented with the ability to thrive in a fast-paced environment.
  • Strong time management skills, capable of multitasking and prioritizing effectively.
  • A proven team player with a positive attitude and a willingness to learn.

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