Executive Assistant to Head of Pillar

We are seeking a highly organised, discreet, and proactive Executive Assistant (PA) to provide dedicated support to Head of Pillar (HoP) for Architecture and Sustainable Design (ASD) in managing day-to-day operations, strategic priorities, and stakeholder engagements. The successful candidate will ensure smooth coordination of the HoP’s schedule, meetings, and commitments, while handling all matters with professionalism, confidentiality, and sound judgment. Key Responsibilities: Executive & Administrative Support Provide full secretarial and administrative support to HoP, ensuring efficient daily operations and effective time management. Manage and maintain HoP’s calendar - scheduling appointments, meetings, and events, resolving conflicts, and preparing meeting materials. Handle incoming and outgoing correspondences, including calls, emails, and documentation on behalf of the HoP. Prepare presentations, minutes, reports, and follow-up actions for meetings and committees. Maintain confidentiality and exercise sound judgment when managing sensitive and confidential matters. Event & Travel Coordination Plan, organize, and manage logistics for internal meetings, external engagements, and department events. Coordinate travel arrangements for HoP - preparation of budget memo, flight bookings, hotel accommodations, visas, transport, and expense claims, ensuring accuracy and timeliness. Support departmental and collaborative events such as external advisory board meetings, seminars, conferences, and workshops, including venue sourcing, guest arrangements, and budgeting. Liaise with local and overseas guests, speakers, and partners to ensure smooth event and visit experiences. Faculty & Administrative Support Provide administrative support for faculty performance appraisals, including dossier compilation, documentation, and scheduling feedback sessions. Coordinate reappointment and contract renewal processes, including dossier preparation, summary reports, and coordination of committee meetings. Assist in recruitment processes - scheduling interviews, coordinating candidate logistics, maintaining records and organizing campus visits, which include programme planning, venue booking, and preparation of candidate research analysis reports. The PA will oversee all aspects of the campus visit, ensuring a seamless experience for candidates and faculty involved. Provide ad-hoc administrative support to Associate Head of Pillar and senior faculty members as required. Operational Excellence & Problem Solving Anticipate potential issues and propose proactive solutions to ensure smooth operations. Manage financial administrative tasks including invoice processing, travel and expense reimbursements, and budget tracking. Maintain systematic filing systems, office supplies, and process improvements to enhance efficiency. Requirements: Bachelor’s degree or equivalent qualification. Minimum 5 years of relevant experience as a Personal Assistant, Executive Assistant, or equivalent role supporting senior management. Excellent organizational and time-management skills with the ability to handle multiple and competing deadlines. Exceptional interpersonal and communication skills; able to interact professionally with staff and stakeholders at all levels. Meticulous, detail-oriented, and able to maintain accuracy under pressure. Demonstrated discretion, professionalism, and sound judgment in handling confidential matters. Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and comfortable with digital collaboration and AI tools. Strong problem-solving and decision-making skills; proactive, resourceful, and adaptable. A strong team player who also works effectively with minimal supervision. Approachable, emotionally intelligent, and aligned with the SUTD’s behavioral competencies and core values. Polite and well-mannered individual who communicates with openness and candor, and demonstrates a positive attitude and enthusiasm in all interactions. Personal Attributes: Calm and composed under pressure; able to anticipate needs and pre-empt challenges. High level of initiative, ownership, and responsiveness. Excellent communication etiquette and strong written skills Flexible, reliable, and willing to go the extra mile to support the HoP and the team. #J-18808-Ljbffr