Executive Assistant

15 hours ago

Pioneer, Singapore Nanyang Technological University Full time $60,000 - $120,000 per year

Nanyang Technological University's Office of Development & Facilities Management (ODFM) is seeking a highly competent and experienced Executive Assistant to provide dedicated support to the Chief of Development & Facilities Management Office (CDFMO). The successful candidate will play a critical role in ensuring the efficient administration of the office, managing schedules, facilitating communication with diverse stakeholders, and handling sensitive information with utmost professionalism and discretion. This is an excellent opportunity to contribute to the effective functioning of one of NTU's key operational units.

Key Responsibilities:

  • Manage and coordinate the CDFMO's calendar, appointments, and travel arrangements.
  • Provide secretariat support including minute-taking, data gathering, report preparation, and creation of presentation slides for meetings and briefings.
  • Assist in the preparation, collation, and formatting of management reports, ensuring clarity and conciseness in presentation.
  • Oversee the smooth daily operations of the CDFMO's office, maintaining well-organised records and facilitating efficient information flow with internal and external stakeholders.
  • Track and follow up on action items, plan and coordinate divisional and departmental briefings, and review presentation materials.
  • Maintain effective and productive relationships with internal and external stakeholders, including government agencies and vendors, serving as a key liaison on behalf of the CDFMO.
  • Handle confidential and sensitive information with the utmost discretion, maintaining strict confidentiality at all times.
  • Support administrative functions such as managing budgets, office assets, and physical spaces within ODFM to ensure smooth operations.
  • Provide guidance and mentorship to new staff, supporting their onboarding and sharing institutional knowledge to strengthen team capability.
  • Plan, organise, and manage departmental events, liaising with vendors, managing budgets, and ensuring seamless execution to promote team morale and a positive work culture.

Requirements:

  • Bachelor's Degree in Business Administration, Communications or a related field, preferably with formal secretarial or office administration training.
  • At least 3 years' experience in a secretarial or personal assistant role supporting senior management.
  • Strong organisational and multitasking skills with attention to detail and accuracy.
  • Excellent verbal and written communication skills, with the ability to prepare grammatically correct business correspondence and reports.
  • Ability to exercise discretion, maintain confidentiality, and handle sensitive information.
  • Proactive, resourceful, and adaptable to changing priorities.
  • Good interpersonal skills with the ability to liaise effectively with diverse stakeholders.
  • Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook).

We regret that only shortlisted candidates will be notified.

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