Executive (General Admin), AICET - NUS (1-year Contract; Renewable)

Company description:

The National University of Singapore is the national research university of Singapore. Founded in 1905 as the Straits Settlements and Federated Malay States Government Medical School, NUS is the oldest higher education institution in Singapore

Job description:

Job Purpose

The AI Centre for Educational Technologies (AICET) is a research centre that is focused on developing technologies to improve learning. AICET collaborates with the Ministry of Education, Singapore and the National University of Singapore on various projects to build systems that provide immediate personalised feedback to the students, providing content that adapts to their performance, and improve assessment and grading efficiency and effectiveness.

Job Description

AICET is seeking an organised and resourceful Executive to provide general administrative support to the Centre, including the coordination of Centre events and team meetings. The successful candidate will help ensure smooth day-to-day operations, including logistics for events and regular engagements involving the Director, alongside broader administrative duties.

Key Responsibilities

Event & Meeting Coordination

• Plan and coordinate Centre events and delegation visits from end to end
• Manage event logistics, including venue booking, catering (rarely), seating arrangements, and materials preparation (if any)
• Liaise with internal and external stakeholders to confirm event requirements, schedules, and participant details
• Provide on-the-day coordination to ensure smooth delivery of events, troubleshooting issues as they arise
• Coordinate scheduling logistics for the Director's meetings, including room bookings and Zoom links
• Send timely reminders and ensure the Director is well-prepared for upcoming engagements
• Organise and schedule regular 1:1s between the Director and team members on a monthly/bi-monthly basis

General Administrative Support

• Support the Centre's day-to-day administrative operations, including data entry, filing, and record-keeping
• Assist with procurement and expense claims related to events and general office needs
• Handle confidential information with discretion
• Screen and manage correspondence, prioritising and responding where appropriate
• Perform other ad-hoc duties, and exigencies of service, as assigned by the Centre Director

Qualifications

• Diploma or Degree in Business Administration, Office Management, or a related field
• Minimum 2 years of experience in an administrative, coordination, or related role, preferably in a university, research, or academic environment
• Strong organisational and time-management skills, with the ability to multitask and manage multiple priorities concurrently
• Good written and verbal communication skills
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook)
• Meticulous with an eye for detail, and able to remain calm and adaptable under pressure
• Comfortable liaising with stakeholders across different levels of seniority
• Able to work independently and collaboratively within a small team

Only shortlisted applicants will be notified.

AICET is part of the National University of Singapore. Learn more at aicet.comp.nus.edu.sg