Senior Administrative Executive, co11ab
5 days ago
Senior Administrative Executive, co11ab
About co11ab
co11ab serves as a BioMedtech incubator, collaboratively established by Nanyang Technological University, Singapore (NTU Singapore), the Agency for Science, Technology, and Research (A*STAR), and the National Healthcare Group (NHG). The primary goal of co11ab is to foster and facilitate the translational development of biomedical innovations by nurturing early-stage spin-outs and guiding their evolution into more established enterprises. The incubator is strategically located within the Clinical Sciences Building at the Lee Kong Chian School of Medicine, NTU Novena Campus. The Executive Director leads co11ab, supported by an Administrative Team of four, including the Assistant Executive, all of whom benefit from the administrative framework of NTU's Lee Kong Chian School of Medicine.
Key Responsibilities
The Senior Administrative Executive will assist the Executive Director (ED) and provide support to the Administration Team in managing the daily operations of co11ab as directed by the ED. This role encompasses various tasks including clerical duties, maintenance of records, upkeep of office environments, management of meetings and events, and basic administrative assistance to co11ab's member companies. The Senior Administrative Executive acts as the primary contact for co11ab's members and visitors, playing a crucial role in enhancing their experience with the facility and services.
Core Duties Include:
- Providing first-line support to co11ab visitors and members by managing the reception area, controlling and recording entry/exit from the incubator, and assisting visitors and members in utilizing the facility and services.
- Operating the telephone system to address inquiries from visitors and members, relaying incoming calls, and taking messages.
- Directing visitors to the appropriate members of the team.
- Ensuring the daily maintenance and cleanliness of co11ab's office areas, including reception, collaborative spaces, bistro, and common working/meeting areas.
- Coordinating local and international courier services.
- Retrieving mail from the letterbox and distributing it to staff and members.
- Assisting with refreshments for visitors and providing support as needed (e.g., printing, stationery, Wi-Fi, and video conferencing setup).
- Managing and overseeing the daily operations of office cleaning staff.
- Maintaining and enhancing all administrative filing systems, including contacts, agreements, insurance, and quotations.
- Coordinating and supervising maintenance work for office areas, including pest control, plant care, and equipment maintenance (e.g., air conditioning, copiers, bulb replacement, water, coffee dispensers).
- Monitoring and maintaining office supplies, including collaterals, stationery, medical items, and pantry supplies.
- Assisting in the organization of co11ab or staff-related events (e.g., marketing materials, on-site event setup, performance tracking, and social media updates).
- 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 Excel, Word, PowerPoint, and professional social media platforms.
- Familiarity with marketing/design software such as Adobe Photoshop is advantageous.
- Experience in a corporate, university, or research institution environment is preferred.
- Knowledge of co-working space or incubator operations is a plus.
- 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.
- Exceptional time management skills, capable of multitasking and prioritizing tasks.
- A proven team player with a positive attitude and a willingness to learn.
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