Senior Executive, Chair’s Office, Opportunity At NTU Main Campus, Singapore.

Responsibilities

General Office Administration and Support

• Support administrative matters in the school
• Handle mails and courier matters of the school
• Update e-mail account for part-time faculty, temporary staff and research staff.
• Attending to enquiries on photocopy, fax and booking of facilities
• Moving and preparation of offices for existing and new staff.
• Manage the stationery system and inventory
• Raise purchase request and process invoices
• Support school’s visits and events such as prepare letter of invitation to school’s visitors/guests, handle the logistics of catering, arrange transportation, and process of guest lecture payment
• Support maintenance of school database
• Ensure proper record keeping of various documents for the school

Inter-Unit Support within the School

• Provide support to Academic Team on examination and marks checking
• Provide creative support to Communication and Events team as needed on poster, EDM and etc., ensuring all designs are in accordance to NTU’s guidelines

Support donors’ related matters

• Coordinate and meeting minutes taking for internal and external meetings
• Provide logistics support (e.g., catering, booking of venue, prepare invitation letters/email, and etc.)

Provide secretarial and administrative support to the Centre Directors, Programme Directors, Head of Administration, Associate Chairs, Assistant Chairs and Chair’s Office Managers:

• Schedule meetings and appointments, including booking of venues and taking minutes for meetings (e.g., School Management Committee meeting)
• Handle email correspondences of role-based accounts
• Process overseas travel arrangements

Faculty and Staff Giving Ambassador

• In charge of the school faculty and staff participation in support of NTU philanthropy campaigns

Member of Staff Welfare Committee

• Generate new ideas for the school’s welfare events
• Responsible for designing EDM or marketing materials
• Provides logistical support for all events/activities
• Ensure the budget assigned is being utilized accordingly
• Ensure proper records are kept

Any other adhoc administrative duties as assigned from time to time.

Requirements

• A Bachelor’s degree from a recognised university,
• Proficient in Microsoft applications
• At least 3 years of relevant working experience
• Administrative experience in an educational institution, and proficient in Adobe Creative Suites would be advantageous
• Strong in both written and oral communications
• Strong flair in design concepts, organized and meticulous
• Possess the ability to work effectively with people
• Able to multi-tasks and work independently