Senior Executive, Faculty Ops

6 days ago

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

The School of Materials Science and Engineering (MSE) at Nanyang Technological University (NTU) has transformed into a global leader in Materials Engineering, offering cutting-edge education and world-class research. Recognised as a premier institution for research, MSE collaborates with top universities, multinational corporations, and R&D institutions worldwide. Since 1991, NTU MSE has led the way in advancing materials engineering, and today, it stands as one of the largest and most influential schools in the field. Our commitment to providing an integrated science-driven, and application-oriented education ensures that our students are equipped with the skills needed to excel in a rapidly evolving global industry.

We're seeking a highly organised and proactive Senior Executive, Faculty Ops & Support to provide exceptional operational and administrative assistance to faculty members in the School of Materials Science & Engineering (MSE). Reporting to Head, Faculty Affairs, this role provides secretarial and PA support and manages day-to-day logistics such as travel, events, and space administration. You'll be a go-to problem solver, streamlining processes while building trusted relationships across the school so that faculty can prioritise their core teaching and research responsibilities.

Key Responsibilities:

Executive & Secretarial Support

  • Serve as Personal Assistant (PA) to the Associate Chair Faculty, including scheduling, meetings, and follow-up actions.
  • Provide shared administrative support to a group of faculty members, reducing their administrative workload.
  • Prioritise and triage faculty requests based on urgency, deadlines, and scope.
  • Maintain confidentiality and handle sensitive documentation with accuracy and discretion.

Travel & Logistics

  • Support travel planning, bookings, itineraries, reimbursements, and claims processing for faculty.

Events & Engagement

  • Support planning and execution events such as seminars, conferences, and workshops.

Space Management

  • Provide administrative support to the Head, Faculty Affairs for research focused laboratory spaces.

Faculty Appointment Administration

  • Liaise with Shared Services team to advance Faculty appointment, re-appointment, and related processes on Workday.
  • Perform any other duties as assigned to support the team's and school's objectives.

Qualifications:

  • Diploma in business administration, education, or related field.
  • 3–5 years of professional administrative experience, ideally in higher education or research-intensive settings.
  • Proven experience supporting leaders and managing complex workflows (travel, events, scheduling, logistics).
  • Strong organisational and time-management skills with the ability to meet deadlines.
  • Demonstrated adaptability and resilience, with the ability to adjust to evolving priorities.
  • Excellent interpersonal and written communication skills.
  • Proficiency in productivity and collaboration tools; familiarity with Workday preferred.

You'll Thrive in This Role if You Are:

  • Calm under pressure and able to juggle competing priorities.
  • Detail-oriented yet adaptable to academic environments.
  • A strong relationship builder who anticipates needs and takes initiative.
  • Reliable, discreet, and responsive in supporting both faculty members and leadership.
  • Willing to learn, with openness to acquiring new skills and knowledge as required.

We regret that only shortlisted candidates will be notified.

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