Executive, Chair's Office

4 days ago

Singapore Nanyang Technological University Full time

Responsibilities:
1. Administrative support for facilities matters:

- Update and maintain floor plans
- Manage the school’s general phone line
- Set up telephone lines including migration and tagging
- Assign keys and maintain master keys spreadsheet
- Conduct routine facilities checks and ensure regular maintenance
- Liaise with contractors and vendors
- Maintain WKWSCI distribution lists and facilities role-based account
- Book teaching facilities
- Maintain network points
- Attend to air conditioners’ maintenance-related matters
- Responsible for fault reporting and follow up
- Attend to renovation projects and maintenance checks
- Communicate to staff on facilities and safety related matters
- Conduct safety induction course for new staff
- Allocate and set up office rooms and desks for new faculty and staff

2. General office administration and support
- Provide logístical support, for events or activities, which includes handling procurement and payment, food catering and transport arrangements
- Handle mails and courier matters
- Attend to photocopier, fax and booking of facilities
- Manage mailing, international/local franking
- Manage and co-ordinate the schedule of student assistants on duty at the Chair’s Office reception counter
- Prepare duty roster for the Chair’s Office staff
- Purchase stationery
- Process name cards requests.

3. Secretarial and administrative support
- Schedule meetings and appointments, booking of venues
- Support overseas travel arrangements and process expense claims
- Ensure proper record keeping of documents

4. Staff Welfare Committee support
- Included as a member of the Staff Welfare Committee
- Generate new ideas for the School’s welfare events
- Responsible for crafting EDM or marketing materials
- Provide logístical support for events/activities
- Ensure that the budget assigned to events and activities are utilized accordingly

5. Safety-related activities support:

- Included as a member of the WKWSCI Safety Committee
- Take meeting minutes for WKWSCI Safety Committee meetings
- Assume the role of the School’s fire safety emergency coordinator
- Assist in fire safety, contractor management and business continuity audits
- Coordinate the annual fire safety posters design competition
- Conduct weekly safety checks in the building
- Manage and replenish first aid boxes items

6. Any other ad-hoc administrative duties as assigned from time to time.

**Requirements**:

- A Bachelor’s degree / Diploma
- At least 3 years of relevant working experience
- Administrative and facilities management experience in an educational institution would be advantageous
- Strong in both written and oral communications
- Organised and meticulous
- Possess the ability to work effectively with people
- Able to multi-task and work independently

Hiring Institution: NTU

In line with Singapore’s nationwide Vaccination-Differentiated Safe Management Measures (VDS), employees must be fully vaccinated to return to the workplace, unless certified to be medically ineligible. For Information on VDS, please click

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