Administrative Support, Senior Executive

The Air Traffic Management Research Institute (ATMRI) at Nanyang Technological University (NTU), Singapore, was established in 2013 through a collaboration between NTU and the Civil Aviation Authority of Singapore (CAAS). Its mission is to conduct cutting-edge research in air traffic management (ATM) to support Singapore's position as a leading air hub and drive innovation in the Asia-Pacific region.

ATMRI focuses on modernizing and harmonizing regional airspace operations to sustain the rapid growth of air transportation in the region. Its strategic research areas include artificial intelligence and data analytics for ATM, urban aerial transport systems, regional ATM modernization, exploratory studies on emerging technologies, and talent development through PhD programs. The institute aims to generate world-class ATM research, find innovative solutions, and catalyze transformation in the field. It plays a pivotal role in advancing the efficiency, safety, and sustainability of air traffic management systems.

Secretarial Functions

• Arrange and maintain the Director and the Deputy Directors' schedule of appointments and meetings, and resolve schedule conflicts if any.

• Arrange business travels and process claims for Director and Deputy Directors' business trips and/or expenses.

• Liaise, arrange and prepare meetings, its agendas, materials and logistics.

• Support and coordinate Governing Council and Scientific Advisory Panel matters including meetings, schedules, appointment letters, visits, logistics and claims.

• Undertake minutes-taking duties.

• Manage the role-based email account of Institute's Director.

Research grant administration

• Perform grant management functions for pre to post award research grant processes on institutional research information system.

• Monitoring of funds approved for each research grant funding and support project report submissions.

• Perform administrative, budgetary and compliance checks and liaise with various units and departments.

• Process, check and documentation of financial documents, invoices and claims to ensure that the claims comply with both the university's and funding agency's guidelines.

• Prepare and consolidate the quarterly reimbursement supporting documents for submission to funding agency.

• Raise invoice for project reimbursement claims.

• Support audit enquiries.

Provide day-to-day administrative support

• Provide office administrative support.

• Perform reception duties and attend to visitors.

• Maintain proper filing of documentation, records, and contacts database for the Institute.

• Provide support in the maintenance of the meeting rooms, pantries and office areas.

• Manage the office supplies and maintain proper inventory and procurement of the office supplies and equipment.

• Compile and maintain up-to-date data and records.

Provide support on meetings, visits and events

• Arrange, coordinate and provide support for the organisation of meetings, visits and events.

• Maintain records of the visits and events and ensure no conflict of events.

• Provide administrative support for visitors including Visiting Academics.

• Any other duties as and when assigned.

Requirements:

• Bachelor's degree with a strong interest in administrative support and management.

• Fast learner who is comfortable navigating and using specialized IT systems.

• Quick-thinking, resilient, and resourceful, with strong problem-solving and critical-thinking abilities. Thrives in fast-paced, dynamic, and sometimes ambiguous environments.

• Meticulous, detail-oriented, and thorough in task execution.

• Able to work both independently and collaboratively with various stakeholders to achieve objectives.

• Proficient in Microsoft Office applications.

• Prior experience in an end-user support environment, research/project management, or in implementing, managing, or supporting IT applications is a plus.

We regret that only shortlisted candidates will be notified.