Senior Executive (Administration and Events Support)

Interested applicants are invited to apply directly at the NUS Career Portal. Please note your application will only be processed if you apply via NUS Career Portal.

NUS Career Portal linkhttps://careers.nus.edu.sg/job/Senior-Executive-%28Administration-and-Events-Support%29/33909-en_GB/

We regret that only shortlisted candidates will be notified.

Job Description

Duties & Responsibilities
Calendar, Scheduling & Meeting Management
• Manage Co-Director's calendar and schedule meetings
• Prepare meeting agendas and circulate materials
• Send invitations and reminders
• Take accurate meeting minutes and follow up on action items

Event Management & Coordination
• End-to-end organisation of seminars, workshops, conferences, and Centre events
• Coordinate with speakers, arrange travel/accommodation, book venues
• Manage participant registration and event communications
• Oversee on-day logistics: venue setup, registration, catering, AV, vendor coordination

Financial Administration & Compliance
• Process registrations and manage event payments/receipts
• Prepare claims, reimbursements, and speaker payments
• Maintain budgets and expenditure records
• Ensure compliance with University policies

Administrative Support & Records Management
• Coordinate with departments and vendors
• Maintain administrative records and databases
• Support procurement activities
• Prepare correspondence and reports

Qualifications

• Bachelor's degree in Business Administration, Communications, Event Management, or a related field.
• At least 2 years of experience in senior administrative support, operations coordination, or event management within higher education, research, healthcare, or government sectors.
• Demonstrated experience in planning and executing meetings, seminars, workshops, and conferences.
• Proven background in financial management, budgeting, and expense tracking.
• Proficiency in Microsoft Office Suite, virtual meeting tools, and project management applications.
• Exceptional organizational and time-management skills with a strong eye for detail.
• Ability to work independently with minimal supervision while maintaining strong interpersonal and communication skills.

Applicants should include the following in their applications:

1) Cover letter (maximum 500 words) describing why they are suited for the position, how the role aligns with their career aspirations, and what they hope to achieve through the appointment;

2) A two-page curriculum vitae, accompanied by supporting documentation for all claimed qualifications and experience, contact details of two named referees